Officer, Office Administration at Evidence Action

About Evidence Action

At Evidence Action, we deliver data-driven interventions that transform lives at an unprecedented scale. We identify neglected global health issues and deploy proven solutions, forging healthier futures for generations.

Our model operationalizes leading academic research (including from Nobel-winning economists). We measure progress and outcomes at every stage to ensure we’re making a real impact for people living in poverty and suffering from preventable or treatable health issues. Operating across 9 countries, our team of 800+ has reached over 500 million people, working closely with governments to scale these interventions.

• Our Deworm the World program has delivered over 2 billion treatments, significantly reducing worm prevalence and generating more than $23 billion in lifetime productivity gains. 
• Through Safe Water Now, we’ve saved the lives of over 15,000 children. 
• Our Accelerator explores untapped opportunities in global health, testing low-cost interventions with the greatest potential to save and improve lives. 

At Evidence Action, your colleagues are your greatest asset. You'll partner with high-caliber colleagues in an environment blending innovation, autonomy, and teamwork. Our team excels in disruptive thinking and believes in rolling up our sleeves to get things done. If you're looking to work flexibly and with purpose, join a team that delivers measurable change for millions.

The Role

To provide comprehensive administrative support and management for the Kampala office, ensuring efficient and effective coordination, planning, and monitoring of office administration, logistics, communication, and overall office operations. This role focuses on creating a productive and organized work environment while providing exceptional customer service and support to staff and visitors.

Direct reports - Logistics Officer and Office Assistant

The official working hours are 8:00am to 5:00pm from Monday to Friday. However, this job requires a flexible person as one may work beyond official working hours including weekends. In addition, the job holder may be given an assignment within a short period of time. This job is physically demanding so good physical and mental health are key.

Position Location

This role will be based in Kampala , Uganda.

We are unable to sponsor or take over sponsorship of Ugandan employment visa at this time. Applicants must be legally authorized to work in Uganda for roles based in Uganda.

Reception, Visitor, and Front Desk Management

• Manage incoming telephone calls and messages promptly and professionally
• Manage and distribute incoming mail and deliveries efficiently
• Receive and direct visitors in a courteous and professional manner
• Maintain accurate records of visitor requests and calls received
• Manage and update the office address/contact book
• Ensure the reception area is clean, organized, and safe, adhering to office procedures and policies
• Maintain team continuity by documenting and communicating actions, irregularities, and ongoing needs
• Process and reconcile delivery payments
• Manage petty cash for the Kampala office
• Manage relationships with internal and external visitors, providing administrative assistance as needed, in coordination with departmental and program leads
• Organize the issuance of temporary phones to visitors, ensuring proper documentation and return

Office Administration

• Maintain a fully functional and efficient workspace in the office
• Ensure office security by locking doors and securing the premises at the end of each workday
• Manage staff airtime provision, maintain accurate records, and generate monthly reports
• Ensure timely payment of office utility bills (electricity, gas, water, prepaid phones)
• Maintain adequate supplies of stationery and toner, and facilitate timely replenishment on a quarterly basis
• Update and maintain the office notice board with current and relevant information
• Schedule and manage meeting room bookings, take minutes with action points, and remind the teams of upcoming meetings
• Collaborate with the Senior Associate, Operations, to manage the asset management in the Kampala office and other field offices and ensure safe custody of surrendered assets
• Implement and maintain office opening and closing procedures
• Coordinate the office calendar of events, communicating with relevant internal and external stakeholders
• Manage the execution of office events, including meetings, workshops, and gatherings
• Manage workstation allocation for visiting staff
• Ensure timely invoice payment and reconciliation
• Ensure timely payment of licenses and utility bills
• Coordinate with procurement to maintain administrative contracts, especially under Hotel Management
• Perform other administrative tasks, such as filing, photocopying, and scanning, as required
• Support other sub-departments with administrative tasks as needed

Communication and Correspondence Management

• Handle routine correspondence and manage the receipt and dispatch of official communications (letters, faxes, emails, telephone calls) for the office
• Monitor incoming emails and respond to or forward them as necessary
• Maintain and update databases, including mailing lists, contact lists, and client information
• Coordinate outgoing messenger and courier services, ensuring accurate information is provided
• Log all incoming and outgoing mail
• Manage the office filing system for optimal information and contact management

Travel, Fleet, and Accommodation Support

• Organize travel arrangements for staff, partners, and consultants, including air and ground transportation when necessary
• Arrange accommodation for visiting employees, partners, and consultants
• Ensure timely booking and billing of accommodation and taxi services
• Monitor office vehicle maintenance and ensure logbook details are updated
• Process fuel card top-ups for office vehicles
• Maintain an updated fleet inventory and report any issues
• Support fleet-related data entry and organization for reporting

Inventory Management and Procurement Support:

• Manage the supply, control, and issuance of office inventory and stationery
• Ensure all fixed assets valued at $50 or more are tagged and recorded, and work with IT to maintain the online inventory management system
• Maintain safe custody of all unused equipment
• Assist in periodic inventory/ asset
• Coordinate physical verification and updating of the register as well as the day-to-day management

Key Performance Indicators (KPIs)

• 100% of office assets valued at $50 or more are tagged and recorded
• At least 97.5% accuracy in inventory data within the system
• Adequate and consistent supply of office supplies and timely payment of all office utilities
• Maintain all common-use office assets and ensure safe custody of returned items
• Maintenance of minimal security breaches
• Ensure prompt answering of phone calls (within 3 rings) and callbacks within 30 minutes
• Maintenance of office vehicles in good working condition and timely processing of motorbike fuel cards
• Timely guest logistics, accommodation bookings, and asset surrenders
• Provide effective management and mentorship to office assistants

• Comprehensive health insurance-Medical cover (Self and dependents)
• Pension/Retirement savings options
• Paid leave
• Avenues for engagement and recognition

CLICK HERE TO APPLY