Office Services Coordinator

Education

• Diploma or Bachelor’s degree in Business Administration, Office Management, Logistics, Public Administration, or a related field.
  

Languages

• Fluency in English is required. Knowledge of local language(s) is an added advantage
  

Specific knowledge, skills, and competencies

• 3–5 years of progressively responsible experience in office administration, logistics, and facilities coordination, ideally within international organizations, NGOs, or development agencies.
  
• Strong experience in transport coordination and liaison with service providers and authorities, including protocol, compliance processes (vehicle registration, VAT refunds, visas, work permits), and contract management.
  
• Proven ability to manage office facilities and oversee service and maintenance contracts.
  

1. Logistics and Vehicle Administration

• Coordinate all transport arrangements for IDLO Uganda, including staff (country office and HQ), and consultant travel within Kampala and for field missions, and liaise with external providers to ensure timely service delivery.
  
• Prepare travel and payment requests, purchase requisitions, and mission-related documentation.
  
• Ensure IDLO and hired vehicles are roadworthy, fueled, insured, and properly registered, with updated logbooks and exemptions processed as required.
  
• Support VAT refund documentation with the Uganda Revenue Authority (URA).
  

2. Protocol Coordination

• Liaise with the Ministry of Foreign Affairs and other relevant authorities to manage diplomatic identity cards, visas, work permits, special passes, and ensure compliance with tenancy regulations.
  
• Coordinate protocol arrangements and VIP access for high-level events, including communication with ministries and agencies.
  

3. Facilities Management

• Coordinate with landlords, service providers, and contractors for maintenance, repairs, cleaning, utilities, and safety to ensure a compliant and comfortable work environment.
  
• Oversee essential office services, including couriers, cleaning, and waste disposal, in line with health and safety standards.
  
• Office Administration