Administration and Operations Officer job at Pathfinder International | Apply Now

Administration

• Oversee all administrative functions, including security, facilities, and equipment management.

• Ensure the maintenance of office equipment and project inventory, adhering to donor regulations, cooperative agreements, and Pathfinder policies.

• Actively participate in administration team meetings, provide updates, and promptly act on decisions made.

• Support and assist the Director of Finance and Operations (DFO) in managing office administration for optimal efficiency.

• Keep the DFO fully informed of key department activities, from the planning phase through to execution.

• Supervise administration staff, including Admin Assistants, Cleaners, and third-party service providers like security and waste management companies

Procurement and Logistics

• Facilitate timely procurement and organization of meetings, events, workshops, and training activities, including preparing timelines for major events and distributing them to relevant staff.

• Handle requests and bookings for project-specific workshops and meetings, ensuring all logistical requirements (venue, stationery, transport) are efficiently provided.

• Manage internal events and functions, including planning and logistics for staff parties and team-building activities.

• Oversee staff accommodation services within the country, coordinating with the Procurement Specialist to liaise with contracted hotels.

• Provide procurement support when needed and act as a stand-in for the Procurement Specialist during their absence.

Facilities Management

• Coordinate with HR, procurement, and finance units to ensure seamless office operations.

• Ensure proper office maintenance, including cleaning, repairs, utilities, and generator maintenance, and review related invoices for payment.

• Liaise with landlords regarding leases, repairs, and maintenance, ensuring all issues are addressed promptly.

• Maintain a complete inventory of office equipment in compliance with Pathfinder International (PI) policies and donor regulations. Implement systems for the safekeeping and proper usage of all PI-owned assets.

• Work closely with the DFO to uphold office security, manage office keys, and address any security concerns.

• Serve as the primary liaison with property managers and landlords to resolve outstanding issues related to office space in both Kampala and regional locations, including lease agreements and refurbishment.

• Develop systems to monitor, order, and report on office supplies to ensure availability and efficient usage.

• Ensure office utilities, such as water and electricity, are well-maintained, with timely payments and repairs as needed

Transport Management

• Lead the Fleet and Facilities units to provide a customer-focused service that supports all projects and programs effectively.

• Plan and manage staff travel (local and international), including hotel reservations, ticket purchasing, airport transfers, and local transportation, ensuring adherence to PI policies.

• Oversee transport services, including vehicle fleet management, transport scheduling, and record-keeping.

• Manage logistics for staff, consultants, workshops, and meetings to ensure timely and smooth execution, in line with PI and donor policies.

• Assets management

• Co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures, including maintenance of assets register, insurance matters, repairs and maintenance.

• Coordinate physical verification and updating of the register as well as the day-to-day management

Security services

• Serve as the alternate Security Focal Point

• Manage the security firms to ensure efficient services

General Administration

• Contribute to risk management by implementing the risk register and taking proactive steps to mitigate risks within administrative and operational functions.

• Uphold high standards of personal and business conduct as outlined in Pathfinder policy guidelines.

• Foster teamwork, discipline, and productive work relationships within the administration team.

• Submit administrative reports and relevant information promptly to the DFO, project teams, compliance team, or home office as required.