Administrative Assistant job at Office of the Prime Minister

Background

The Government of Uganda, through the Office of the Prime Minister, is implementing the Development Response to Displacement Impacts Project Phase I (DRIP II) and Northern Uganda Social Action Fund IV (NUSAF IV) over a period of six (6) years. These projects are supported by the World Bank and are aligned to national development priorities under the National Development Plan IV (NDP IV).

Pursuant to Circular Standing Instruction No. 1 of 2026, from the Permanent Secretary, Ministry of Public Service, and another from the Permanent Secretary/ Secretary to the Treasury harmonizing the Remuneration Including Terms and Conditions of Service for Project Implementation Units under Development Partner Support Projects, the Office of the Prime Minister has established a Joint Project Implementation Unit (PIU) for DRIP I| and NUSAF IV to coordinate and manage project implementation across the component areas.

The PIU, situated in Kampala with regional offices in Arua and Mbarara is responsible for providing technical, fiduciary, safeguards, and administrative support in accordance with Government of Uganda regulations and World Bank guidelines.

Its core functions include project planning and coordination, procurement and contract management, civil works management, financial management, monitoring and evaluation, environmental and social safeguards compliance, and reporting.

In order to ensure efficient and effective delivery of project objectives, the Office of the Prime Minister seeks to recruit qualified and competent Ugandan citizens to fill the positions listed below within the PIU for an initial contract duration of two (2) years.

Job Purpose

To provide administrative and clerical support to ensure smooth project operations, adequate documentation, and timely coordination of activities across stakeholders.

Qualifications

An Honours Bachelors Degree in Business Administration, Secretarial Studies, Social Sciences, or related field

Working Experience

A minimum of 5 years of profesional experience in administrative/ secretarial support, of which at least 3 should have been with government or externally funded projects or any other development partner, multilateral organisation, or international organisation Three (3) years of working experience in administrative support, preferably in a project environment

Key Skills and Competencies

Proficiency in MS Office.

Strong organizational and multitasking skills.

Good written and verbal communication skills.

Attention to detail and accuracy

Professionalism and discretion.

Ability to work independently and as part of a Team.

Time management and prioritization.

Exhibit high standards of integrity and ethical code of conduct.

Duties

The incumbent will be responsible to the Deputy Project Coordinator for performing the following duties;

Maintaining all files and information of the Project Implementation Unit

Handling all typing and printing of all documents

Carrying out day to day office management routine duties

Handling all communications between the offices and other relevant authorities

Ensuring that all office equipment and assets are well maintained

Attending to visitors and direct them to the relevant authorities

Accurately recording items in the mail in and mail out data and track the correspondences sent in and out of the project

Promptly registering and classifying route incoming mails

Ensuring telephone and email lines are in operational order and reporting any problems to the service providers; and

Making office or external appointments for senior project staff as requested

Ensure proper fleet management and allocation of vehicles for various activities

Ensure proper supervision, scheduling of duties, training and management of all drivers and office support staff.

Ensure proper management of office imprest and proper accountability of resources

Proper management of the office asset register

Contribute to the office internal control systems and promote the frugal use of office equipment and resources

Participate and manage the internal and external audit activities and provide appropriate responses and reports accordingly.

Ensure proper management of stores, security and safety of all items for the project

Provide regular reports to management team of the project

Liaise with office of finance and administration in the mainstream OPM

Maintain good communication with the field offices of the project as well as the district offices

• Maintaining all files and information of the Project Implementation Unit
• Handling all typing and printing of all documents
• Carrying out day to day office management routine duties
• Handling all communications between the offices and other relevant authorities
• Ensuring that all office equipment and assets are well maintained
• Attending to visitors and direct them to the relevant authorities
• Accurately recording items in the mail in and mail out data and track the correspondences sent in and out of the project
• Promptly registering and classifying route incoming mails
• Ensuring telephone and email lines are in operational order and reporting any problems to the service providers
• Making office or external appointments for senior project staff as requested
• Ensure proper fleet management and allocation of vehicles for various activities
• Ensure proper supervision, scheduling of duties, training and management of all drivers and office support staff
• Ensure proper management of office imprest and proper accountability of resources
• Proper management of the office asset register
• Contribute to the office internal control systems and promote the frugal use of office equipment and resources
• Participate and manage the internal and external audit activities and provide appropriate responses and reports accordingly
• Ensure proper management of stores, security and safety of all items for the project
• Provide regular reports to management team of the project
• Liaise with office of finance and administration in the mainstream OPM
• Maintain good communication with the field offices of the project as well as the district offices

• Proficiency in MS Office
• Strong organizational and multitasking skills
• Good written and verbal communication skills
• Attention to detail and accuracy
• Professionalism and discretion
• Ability to work independently and as part of a Team
• Time management and prioritization
• Exhibit high standards of integrity and ethical code of conduct

• An Honours Bachelors Degree in Business Administration, Secretarial Studies, Social Sciences, or related field