Job Title:   Administrative Assistant Fort Portal (Uganda) – BRIGHT PROJECT – Office of Corporate Services

Organisation: International Fertilizer Development Center (IFDC)

Duty Station: Fort Portal, Uganda

Reports to: National Administration Officer

About the Company:

The International Fertilizer Development Center (IFDC) is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to spread sustainable agricultural solutions for improved soil health, food security, and livelihoods around the world.

Key Duties and Responsibilities:

Administrative Support:

• Oversee general office administration, including following up to ensure the Janitor maintains a clean, organized, and well-equipped office environment;
• Manage conference and visitor arrangements, including scheduling, accommodation, and logistics support;
• Ensure the proper maintenance and storage of administrative records and project documentation;
• Support the preparation and monitoring of advance requests and follow-up on expense liquidations.

Procurement Management:

• Oversee the procurement process, ensuring compliance with IFDC policies and donor guidelines;
• Prepare purchase requisitions, seek competitive quotations, and ensure timely delivery of goods and services;
• Maintain accurate procurement records, including vendor information, purchase orders, and delivery confirmations;
• Track and manage office supplies and inventory to ensure availability and accountability.

Logistical Coordination:

• Manage office logistics, including coordinating transport, deliveries, and office supplies;
• Organize and support project meetings, workshops, and other events;
• Ensure smooth coordination of field visits, including travel arrangements and logistical support.

Documentation and Reporting:

• Maintain organized and up-to-date records of procurement, financial transactions, and administrative documents;
• Support the preparation of periodic administrative and procurement reports;
• Ensure all documents are filed appropriately and accessible for audits and reviews.

• Bachelor’s degree in business administration, Procurement, Finance, or a related field;
• At least 3 years of relevant experience in administrative, procurement, and logistical support roles;
• Strong organizational and multitasking skills with attention to detail;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with NetSuite is an added advantage;
• Knowledge of procurement processes and best practices;
• Excellent communication skills and the ability to work collaboratively in a team environment;
• Strong organizational and time management skills;
• Ability to handle confidential information with integrity;
• Attention to detail and accuracy;
• Proactive and solution-oriented mindset.

Reporting and Work Relationships

The Administrative Assistant will report to the National Administration Officer, or his/her designee. This position is based in Fort Portal Regional Office.

Location

This is a national recruitment with a duty station at the IFDC office based in Fort Portal Uganda