Administration Officer

Job Title: Administration Officer

Location: Karamoja, Uganda

Reports to: Field Manager 

Overview

The Administration Officer oversees daily field office operations and maintains secure custody of all inventory, including recipient phones, supplies, and organizational assets. This role ensures operational integrity through rigorous record-keeping, strict inventory controls, and prompt escalation of any discrepancies. 

Responsibilities

Stores, inventory and recipient phone management

• Receiving, Inspection & Verification: Manage day-to-day store operations by receiving supplies, conducting physical sample counts (10–25%), resealing cartons with tamper-evident tape, inspecting for damage, and immediately reporting discrepancies to the Field Manager and country office before signing documentation.
• Storage & Access Control: Ensure all items are properly arranged, labelled, and safely stored, with recipient phones held in secure storage featuring adequate ventilation while controlling physical access via a key issuance log.
• Issuance & Tracking: Issue store items and recipient phones exclusively against approved requests with written acknowledgment, maintaining serial-number-level records and tracking returns using both program distribution records and the Salesforce recipient tracker.
• Stock Counts & Reporting: Conduct regular physical stock counts, support unannounced counts at any time, coordinate audits requiring Finance and Country Director sign-off, monitor minimum stock thresholds, ensure proper handover documentation during transfers (including when vehicles carry stock in transit), and submit monthly stock count certificates and reports. 

Asset management

• Register & Allocation: Implement GiveDirectly's asset management policy by recording every asset in the register immediately upon receipt capturing cost, serial number, tag number, location, and custodian and maintaining signed handover records for staff allocations.
• Tracking, Verification & Disposal: Track asset movements at the time of the move rather than retrospectively, conduct periodic physical verifications, confirm asset returns and provide written clearance to HR and Finance during offboarding, maintain signed disposal forms for removed assets, and coordinate equipment maintenance. 

Administration and office management

• Office & Logistics Operations: Oversee routine administrative workflows, facility maintenance, coordination with local service providers (such as cleaners and maintenance providers), and provide logistical support for travel, accommodation, and events for staff and partners across Namalu and other supported locations in Karamoja.
• Onboarding & Filing: Assist with staff onboarding and offboarding, maintain structured physical and electronic filing systems in line with company rules, and ensure timely preparation and submission of administrative payment requests. 

Petty cash documentation support

• Hold and safeguard the petty cash float for the Namalu Field Office, keeping cash secured and separate from any personal money at all times.
• Buy low-value office consumables for the field office against approved requests, within the per-transaction limit and the float ceiling set by Finance,obtain a valid tax receipt for every purchase
• Obtain approval from the Field Manager before each disbursement. .
• Maintain the petty cash tracker, recording each transaction in sequence at the time it occurs, with the date, payee, purpose, amount, approver and receipt reference.
• Reconcile the float at each transaction so that cash on hand plus unretired receipts always equals the float value, and investigate any difference the same day.
• Prepare and submit petty cash receipts  to procurement associate on the agreed cycle, with complete supporting documentation, and request replenishment 
• Make the float available for unannounced cash counts by the Field Manager or Finance at any time, and countersign the count sheet.
• Maintain organised physical and electronic files for petty cash vouchers, receipts and related financial documents.
• Provide records and supporting documents requested during internal and external audits and financial reviews

Documentation, reporting and escalation

• Maintain clear and accurate records for stores, recipient phones, assets and administrative activities.
• Prepare regular stock, inventory and recipient phone issuance reports, and submit monthly stock count certificates by the agreed date each month.
• Provide timely updates on Namalu Field Office stock, recipient phone balances, field assets and outstanding field accountabilities when requested.
• Ensure supporting documents are properly filed both electronically and physically, so that a complete file exists for every transaction.
• Escalate any discrepancy, loss, suspected tampering or control weakness to the Field Manager and the Office and Procurement Manager on the day it is identified. Do not attempt to resolve a variance by adjusting the records.
• Raise concerns about possible fraud or misuse directly and early, through the Field Manager, the Office and Procurement Manager or GiveDirectly's reporting channels.

Qualifications

• Bachelor's degree in Business Administration, Procurement and Supply Chain Management, Accounting, Logistics or a related field.
• At least two years of relevant experience in administration, stores, inventory, logistics, finance or operations.
• Demonstrated experience maintaining inventory or asset records and reconciling physical stock against those records
• Good working knowledge of IT tools and computer applications, including MS Word, Excel and Google Workspace.
• Strong organisational skills and close attention to detail.
• Strong communication and interpersonal skills, with the ability to work cross-functionally.
• High level of integrity, accountability and confidentiality when handling organisational property and financial information.
• Strong ownership mindset and the ability to work in a self-directed manner with limited on-site supervision.
• Excellent English oral and written skills, and a high level of service orientation.

Desirable

• Experience managing high-volume stock, or phones and other electronic 
• Experience working in a field office with limited on-site support functions
• Familiarity with inventory or asset management software.
• Experience supporting internal or external audits.

 

This is a field based, short term (3 months) contract role and applications will be processed on a rolling basis.