OFFICE MANAGER JOB DESCRIPTION
| Location | Uganda |
| Employment Type | Full-time |
| Department | Programme Delivery |
| Reports To | Project Director |
| Direct Reports | HR Assistant & Communications, Finance Support / Bookkeeper and Receptionist |
| Application Deadline | 1 October 2026 12 Noon EAT |
About the Opportunity
Adept Aides is recruiting on behalf of our client, an international infrastructure and project delivery company operating in Uganda. The organisation supports complex project delivery through coordinated local and international teams and requires a highly organised Office Manager to provide strong administrative, people and office-management support to its Uganda operations. The successful candidate will be central to ensuring that the office runs efficiently, professionally and in line with established company procedures.
Role Purpose
The Office Manager will be a key member of the Uganda administrative team, responsible for the smooth day-to-day running of the office while supporting the Project Director and wider project team across administration, HR coordination, office systems, vendors, travel, document control, budgeting and reporting.
Key Responsibilities
- Oversee day-to-day administrative operations and ensure the office runs smoothly and efficiently.
- Provide front-office support, including receiving visitors and answering and directing telephone calls.
- Receive and sort incoming mail and deliveries and coordinate outgoing correspondence and dispatches.
- Develop, implement and maintain appropriate office policies and procedures.
- Support office layout planning and office moves and coordinate the management and maintenance of office IT infrastructure.
- Design and maintain an effective filing and document management system.
- Manage relationships with vendors, service providers and landlords and follow through on invoicing and timely payment.
- Monitor office supplies and inventory and place orders as required.
- Coordinate domestic and international travel, including flights, hotels and car-rental arrangements.
- Maintain the security, integrity and confidentiality of office and project information.
- Prepare and distribute papers and documents for meetings.
- Manage and monitor the office budget.
- Coordinate routine printing, photocopying and document-production requirements.
- Prepare presentations and management-level reports.
- Provide administrative support including scheduling meetings and conference calls, maintaining calendars, conducting research and preparing reports.
- Coordinate recruitment administration for expatriate and local Uganda employees, including liaison with appointed recruiters and preparation of engagement letters and staff contracts.
- Liaise with the organisation’s international project and HR teams as required.
Quality, Risk and Safety Responsibilities
- Participate in activities intended to improve quality of service delivery in line with company policies.
- Support the refinement and implementation of company policies through liaison with relevant HR and project stakeholders.
- Participate in workplace safety inspections and support compliance with applicable occupational health and safety procedures.
- Follow workplace procedures for risk identification, assessment and control, including timely reporting and investigation of accidents, injuries, property damage and other workplace incidents.
Qualifications and Experience
- Bachelor’s degree in Business Administration, Communications or a related field.
- 2 to 5 years of relevant experience in administration, office management or a closely related role.
- Working knowledge of human-resources management practices and procedures.
- Advanced computer proficiency, including strong working knowledge of Microsoft Office applications.
- Previous experience in a construction, infrastructure or project-delivery environment is desirable.
- Experience in quality management, document development or document control will be an advantage.
- ISO-related experience will be highly advantageous.
Skills and Competencies
- Strong administrative and organisational capability with a structured and logical approach to task management.
- Excellent verbal, written and listening communication skills with a strong command of English.
- Strong problem-solving and analytical skills.
- High attention to detail, accuracy, follow-through and reporting discipline.
- Ability to work independently while also taking direction and collaborating effectively with others.
- Professional customer-facing presence as a key first point of contact for the organisation.
- Excellent interpersonal skills and the ability to build productive working relationships.
- Ability to work effectively under pressure and manage multiple priorities.
- Self-motivated, reliable, methodical and proactive with a strong work ethic.
- Professional, confident and approachable manner.
Working Arrangements
- Monday to Friday, 8:00 a.m. to 5:00 p.m., with reasonable additional hours when required by the role.
- Reasonable approved travel and out-of-pocket expenses will be reimbursed.
- A laptop and mobile phone will be provided for business use.
- Relevant HR training will be provided by the employer where required.
How to Apply
Please submit your application Here