Job Description

The Administrative Associate for Front Office & Stores is responsible for ensuring the smooth and effective functioning of FHI 360 Uganda’s office environment.

This multifaceted role encompasses managing front desk operations, coordinating logistics and procurements for office supplies, monitoring inventory and assets, and supervising outsourced services including security, cleaning, and landlord relations.

The position also supports the consultant hiring process by managing documentation and communications The Associate will handle internal and external communications, maintain efficient record management systems, prepare reports and documents, coordinate meetings and workshops, and provide comprehensive administrative support to project staff.

Acting as a liaison between multiple departments, vendors, and external agencies, the role is crucial for maintaining office efficiency and ensuring compliance with organizational policies and donor regulations

Duties, Roles and Responsibilities

• Support program staff with procurement requests for goods and services and follow up on logistics
• Assist with the end-to-end consultant hiring processes and maintain organized consultant documentation
• Ensure office vehicles, assets, and supplies are properly insured, licensed, maintained, repaired, and disposed of according to established procedures
• Supervise outsourced services (cleaning, security, landlord) to ensure contracts are adhered to and service quality is maintained
• Manage front desk duties, including receiving phone calls, directing visitors, and handling mail and correspondence
• Maintain efficient records management systems, and prepare reports, presentations, and meeting minutes as required
• Coordinate the scheduling and logistics for staff meetings, internal workshops, travel, and office events
• Manage vendor invoicing and payments in line with contractual agreements
• Develop and implement improved administrative procedures to enhance office efficiency
• Maintain both electronic and hard-copy filing systems, the office library, and the classification of documents
• Provide excellent administrative and customer service support to all staff
• Perform other related administrative tasks as assigned by the supervisor

Qualifications and Experience

Competencies

• Strong knowledge of office administration, inventory management, and logistics
• Excellent interpersonal and communication skills
• Ability to work independently and collaboratively in a team environment
• Strong organizational and time management skills with the ability to multitask effectively
• High proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook, SharePoint/Teams) is required
• Ability to deliver quality customer service and administrative support is essential