Administration-Project Assistant – Operations & Inventory job at Savanna Fibre Uganda

Role Purpose

Savanna Fibre is seeking a highly organized, analytical, and proactive Project Assistant to support the Project Manager in the end-to-end oversight of telecommunications infrastructure deployment. This role is critical in maintaining the bridge between physical inventory, financial forecasting, and stakeholder coordination. You will be the "engine room" of the project, ensuring that every piece of equipment is tracked, every dollar is accounted for, and every document is audit-ready.

Key Responsibilities

Inventory & Supply Chain Support

• Maintain real-time tracking of telecommunications hardware and materials.
• Coordinate with warehouse teams to ensure stock levels align with project timelines.
• Monitor equipment movement from procurement to field installation.

Financial & Budgetary Administration

• Assist in the creation and maintenance of project budgets.
• Manage cash flow forecasting templates to ensure timely payments to vendors and contractors.
• Track expenditures against the budget and highlight potential variances to the Project Manager.

Data Management & Analysis

• Build and maintain complex Excel workbooks for data tracking, pivot tables, and automated reporting.
• Develop logical frameworks for project scheduling and resource allocation.
• Ensure all project documentation (contracts, POs, technical specs) is meticulously filed and easily retrievable.

Procurement & Vendor Liaison

• Facilitate the procurement process by preparing Request for Quotations (RFQs) and processing Purchase Orders.
• Act as a primary point of contact for suppliers to ensure on-time delivery.
• Verify invoices against delivered goods and services before payment processing.

People & Stakeholder Coordination

• Liaise between internal departments (Finance, Engineering, Legal) and external contractors.
• Follow up on action items from project meetings to ensure deadlines are met.
• Manage scheduling and reporting for various field teams.

Candidate Profile

Technical Skills:

• Excel Mastery: You should be comfortable with VLOOKUPS/XLOOKUPS, Pivot Tables, and logical formulas. Experience with Power BI is a plus.
• Documentation: High level of literacy with the ability to draft professional reports and procedural documents.
• Logical Reasoning: Strong ability to spot trends in data and anticipate bottlenecks in the supply chain or budget.

Soft Skills:

• People Management: Ability to nudge stakeholders for updates and hold vendors accountable while maintaining professional relationships.
• Attention to Detail: A "zero-mistake" mentality when it comes to financial figures and inventory serial numbers.
• Adaptability: Comfortable working in the fast-paced, high-pressure environment of telecom infrastructure.

• Maintain real-time tracking of telecommunications hardware and materials.
• Coordinate with warehouse teams to ensure stock levels align with project timelines.
• Monitor equipment movement from procurement to field installation.
• Assist in the creation and maintenance of project budgets.
• Manage cash flow forecasting templates to ensure timely payments to vendors and contractors.
• Track expenditures against the budget and highlight potential variances to the Project Manager.
• Build and maintain complex Excel workbooks for data tracking, pivot tables, and automated reporting.
• Develop logical frameworks for project scheduling and resource allocation.
• Ensure all project documentation (contracts, POs, technical specs) is meticulously filed and easily retrievable.
• Facilitate the procurement process by preparing Request for Quotations (RFQs) and processing Purchase Orders.
• Act as a primary point of contact for suppliers to ensure on-time delivery.
• Verify invoices against delivered goods and services before payment processing.
• Liaise between internal departments (Finance, Engineering, Legal) and external contractors.
• Follow up on action items from project meetings to ensure deadlines are met.
• Manage scheduling and reporting for various field teams.

• Excel Mastery: VLOOKUPS/XLOOKUPS, Pivot Tables, and logical formulas.
• Power BI experience is a plus.
• High level of literacy with the ability to draft professional reports and procedural documents.
• Strong ability to spot trends in data and anticipate bottlenecks in the supply chain or budget.
• Ability to nudge stakeholders for updates and hold vendors accountable while maintaining professional relationships.
• Attention to Detail.
• Adaptability.

• High level of literacy with the ability to draft professional reports and procedural documents.
• Strong ability to spot trends in data and anticipate bottlenecks in the supply chain or budget.
• Ability to nudge stakeholders for updates and hold vendors accountable while maintaining professional relationships.
• Attention to Detail.
• Adaptability.