Administrative & Logistics Officer

This role is crucial as we adapt and scale our model to engage and empower families facing poverty in local planning and action. The position supports all Spark activities in Uganda, overseeing office administration, planning, coordination, and the delivery of critical tasks to ensure the smooth operation of office activities, while also supporting the leadership of Spark Uganda. The Administrative and Logistics Officer is responsible for ensuring efficient office operations, managing administrative and logistics procedures, and working closely with the Finance Manager to ensure transparent and fair procurement of goods and services in compliance with Spark’s procurement and financial regulations. The role also involves handling ad hoc requests as they arise. You will be responsible for ensuring that Spark offices in Uganda (Kampala, Bulambuli) run efficiently, handling all administrative and operational tasks.

Responsibilities

Administrative Tasks

• Oversee the daily administrative operations of Spark’s Uganda offices
  
• Manage the scheduling of meetings, conferences, and events, including the booking of venues and coordination of travel arrangements.
  
• Develop and maintain office filing systems, ensuring that documents are properly stored and easily accessible.
  
• Assist with the onboarding process for new employees, including setting up workspaces and providing necessary resources.
  
• Ensure compliance with Spark’s administrative policies and local regulations.
  
• Act as the main point of contact for internal and external communications, ensuring timely and effective information flow.
  
• Prepare and monitor the office budget, ensuring expenditures are within approved limits.
  

Logistics Tasks

• Coordinate the logistics of all program-related activities, including the transportation and accommodation of staff and stakeholders.
  
• Manage the inventory of office supplies and program materials, ensuring adequate stock levels.
  
• Supervise the distribution and maintenance of office equipment (computers, printers, phones), ensuring they are operational and available when needed.
  
• Oversee the maintenance of office facilities, ensuring compliance with health and safety regulations.
  
• Optimize the use of office space to accommodate the growing needs of the team and operations.
  

Procurement Tasks

• Manage the entire procurement process, from identifying needs to purchasing supplies and services.
  
• Ensure that procurement activities are conducted transparently and in line with Spark’s procurement policies and financial regulations.
  
• Negotiate contracts with vendors to ensure cost-effective purchasing and timely delivery of goods and services.
  
• Maintain relationships with suppliers and service providers, ensuring they meet the office’s requirements and quality standards.
  
• Prepare and process invoices, ensuring that payments are made on time and in accordance with contract terms.
  
• Assist in preparing for internal and external audits by gathering necessary documentation and supporting auditors during the review process.
  

Requirements

Essential:

• Education: A bachelor’s degree in Management, Business Administration, Supply Chain, or a relevant field.
  

Experience:

• Minimum of 4 years of relevant work experience in logistics and office administration.
  
• High proficiency in MS Office software applications and technology for efficiency and information sharing.
  
• Good understanding of competitive procurement practices.
  
• Demonstrated ethics and integrity.
  
• Strong collaboration and interpersonal skills.
  
• Excellent organizational skills with an emphasis on planning and attention to detail.
  
• Strong understanding of and dedication to strict confidentiality.
  
• Specialized training in administration and logistics operations and practices is an added advantage.