Administrative Officer

Job Title: Administrative Officer

Department: Finance and Administration
Contract Period: Two (2) Years

Job Purpose

The Administrative Officer is responsible for coordinating and delivering efficient administrative and office support services that ensure the smooth, effective, and professional operation of the Uganda National Council for Science and Technology (UNCST). The role oversees office administration, facilities and workspace management, procurement of office supplies and services, logistics coordination, and implementation of administrative systems and procedures that enhance operational efficiency and support the Council’s strategic objectives.

Duties and Responsibilities

Coordinate the day-to-day administrative operations of UNCST.
Develop, implement, and continuously improve administrative systems, procedures, guidelines, and workflows.
Ensure the office environment is functional, safe, secure, and conducive to productivity.
Coordinate the maintenance of office premises, equipment, furniture, utilities, and other facilities.
Liaise with service providers, contractors, and landlords to ensure quality service delivery.
Monitor office space utilization and recommend improvements where necessary.
Ensure workplace health, safety, and environmental standards are maintained.
Coordinate procurement of office supplies and administrative services in accordance with organizational policies.
Monitor stock levels and ensure timely replenishment of office consumables.
Maintain an up-to-date asset register and coordinate asset allocation, movement, maintenance, and disposal.
Verify invoices and administrative expenditures before submission for payment processing.
Monitor administrative service contracts to ensure compliance with agreed service levels.
Evaluate vendor performance and recommend improvements where necessary.
Perform any other UNCST tasks as necessary and as may be assigned from time to time.

Job Requirements

A. Qualifications

Bachelor’s Degree in Business Administration, Public Administration, Management, or a related field.
A Postgraduate Diploma in Business Administration, Public Administration, Management, or a related field is an added advantage.

B. Work Experience

Minimum of two (2) to three (3) years’ relevant experience in a similar role within a reputable organization.
Proven track record of supporting multidisciplinary teams in fast-paced and dynamic environments.
Demonstrated expertise in coordinating office operations, facilities management, logistics, and procurement of administrative goods and services.

C. Technical Skills

In-depth knowledge of office administration and management principles and best practices.
Comprehensive understanding of administrative policies, procedures, and standard operating practices.
Expertise in facilities and office services management.
Proficiency in contract and vendor/stakeholder management.
Excellent report writing abilities with focus on clarity and precision.
Familiarity with occupational health and safety regulations and workplace management protocols.
Strong knowledge of equipment and asset management processes.

D. Skills and Key Competencies

Exceptional organizational and time management skills, with the ability to manage multiple priorities effectively.
Superior verbal and written communication skills, demonstrating clarity and professionalism.
Demonstrated integrity and discretion, with a strong commitment to maintaining confidentiality.
Ability to prioritize tasks and meet deadlines in a fast-paced work environment.
Keen attention to detail, coupled with strong analytical and problem-solving skills.
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to work independently as well as collaboratively within a team setting.
Strong negotiation and coordination abilities, fostering positive relationships with stakeholders.
Demonstrated adaptability and resilience in responding to changing organizational needs.

Job Detail

Job Description