Admin assistant job at ITM Uganda Ltd

About the job

ITM is hiring for a client a person responsible for handling clerical tasks, managing schedules, coordinating meetings, and keeping things running smoothly. Think of them as the backbone of the office. Male applicants are strongly encouraged to apply.

Responsibilities

• Supervise and manage housekeeping, driver, and security staff.
• Ensure the office premises are clean, secure, and well-maintained.
• Maintain attendance and visitor records, including inward/outward registers.
• Handle front-desk and visitor management.
• Manage procurement and inventory of housekeeping, stationery, and pantry supplies.
• Identify, evaluate, and coordinate with qualified vendors; obtain quotations when required.
• Monitor and track daily food supply from vendors.
• Collect, verify, and process vendor and utility invoices on time & share with CH for payment.
• Maintain and update the office asset tracker; ensure timely servicing and maintenance.
• Oversee maintenance and servicing of office vehicles.
• Arrange airport pick-ups and drop-offs for management staff as required.
• Assist the Country Head/expatriate employees with external tasks when needed.
• Coordinate with IT and maintenance vendors for any technical or facility-related issues.
• Maintain adequate fuel levels for the generator and ensure continuous power backup, including on weekends and public holidays.
• Support onboarding and offboarding processes for staff (Entry access & asset handover).
• Maintain compliance checklists, emergency contacts, and safety readiness logs.

Requirements

• Bachelor’s degree
• Proficiency in MS Office (Excel, Word, Outlook)
• Prior experience in people and vendor management (preferred)
• Strong communication and organizational skills
• Basic knowledge of health, safety, and facility management
• National ID & Valid driving license (preferred)

• Supervise and manage housekeeping, driver, and security staff.
• Ensure the office premises are clean, secure, and well-maintained.
• Maintain attendance and visitor records, including inward/outward registers.
• Handle front-desk and visitor management.
• Manage procurement and inventory of housekeeping, stationery, and pantry supplies.
• Identify, evaluate, and coordinate with qualified vendors; obtain quotations when required.
• Monitor and track daily food supply from vendors.
• Collect, verify, and process vendor and utility invoices on time & share with CH for payment.
• Maintain and update the office asset tracker; ensure timely servicing and maintenance.
• Oversee maintenance and servicing of office vehicles.
• Arrange airport pick-ups and drop-offs for management staff as required.
• Assist the Country Head/expatriate employees with external tasks when needed.
• Coordinate with IT and maintenance vendors for any technical or facility-related issues.
• Maintain adequate fuel levels for the generator and ensure continuous power backup, including on weekends and public holidays.
• Support onboarding and offboarding processes for staff (Entry access & asset handover).
• Maintain compliance checklists, emergency contacts, and safety readiness logs.

• Proficiency in MS Office (Excel, Word, Outlook)
• Strong communication and organizational skills
• Basic knowledge of health, safety, and facility management

• Bachelor’s degree
• National ID & Valid driving license (preferred)