Administrator

About the Client

Our client is a growing organisation operating in the environmental and waste management sector, providing specialised waste management solutions to organisations across Uganda. The organisation is committed to delivering safe, compliant, reliable and environmentally responsible solutions to its clients.

Job Purpose

The Administrator will provide efficient administrative and coordination support to the organisation, with particular responsibility for supporting the preparation and submission of bids, tenders, quotations and proposals.

The role requires a highly organised individual who can maintain accurate records, coordinate information from different departments, monitor submission deadlines and ensure that required bid documentation is complete and submitted on time.

Key Responsibilities

A. General Administration

• Provide day-to-day administrative support to management and relevant departments.
• Prepare correspondence, reports, letters, schedules and other administrative documents.
• Maintain organised electronic and physical filing systems.
• Maintain company records, registers and administrative databases.
• Assist with scheduling meetings, appointments and other company activities.
• Take meeting notes and prepare minutes where required.
• Receive, record and appropriately direct incoming communications.
• Support the preparation of management reports and presentations.
• Assist with procurement and office administration activities where required.
• Coordinate with external service providers and stakeholders on routine administrative matters.
• Support the maintenance and renewal tracking of relevant company documents, licences, certificates and registrations.
• Perform any other administrative duties assigned by management.

 B. Bid and Tender Support

• Support the preparation and submission of bids, tenders, proposals and expressions of interest.
• Monitor available tender and bidding opportunities and maintain an up-to-date tender tracker.
• Review tender documents and identify key submission requirements, deadlines and supporting documentation.
• Coordinate with internal teams to obtain information and documents required for bids.
• Ensure that required administrative, statutory, company and supporting documents are available and up to date.
• Assist in compiling technical and financial bid documentation as directed.
• Ensure bid documents are properly formatted, organised and presented in accordance with submission requirements.
• Maintain a database of submitted bids, deadlines, outcomes and relevant client information.
• Track tender outcomes and maintain accurate records.
• Support post-submission follow-ups and clarification requests where required.
• Ensure confidential bid and company information is properly handled.

Key Performance Indicators

• Timely completion and submission of assigned bids.
• Accuracy and completeness of tender documentation.
• Number of bids submitted within stipulated deadlines.
• Up-to-date tender and document trackers.
• Proper maintenance and accessibility of company records.
• Timely completion of administrative assignments.
• Accuracy of reports and documentation.
• Effective coordination with internal teams and external stakeholders.

Qualifications and Experience

• Diploma or Bachelor’s degree in Business Administration, Procurement, Office Administration, Management or a related field.
• Minimum of 1 year of relevant experience in an administrative or office support role.
• Experience supporting tendering, bidding, proposal preparation or procurement processes is required.
• Experience working in a company that regularly responds to tenders or requests for quotations will be an added advantage.
• Good working knowledge of Microsoft Office, particularly Word and Excel.
• Experience maintaining electronic filing systems and administrative records.

Required Competencies

• Strong administrative and organisational skills.
• Excellent attention to detail.
• Good document preparation and formatting skills.
• Strong follow-up and coordination abilities.
• Ability to manage deadlines and multiple assignments.
• Good written and verbal communication skills.
• Ability to review documents and identify missing information.
• Strong record-keeping and filing skills.
• Proficiency in Microsoft Office applications.
• Ability to work independently with minimal supervision.
• Ability to work collaboratively with different departments.
• High level of integrity and confidentiality.

Disclaimer