Role Purpose

The Admin Manager is responsible for overseeing and managing the company’s administrative functions, including administrative vehicle management, staff accommodation, health and safety administration, government liaison, and corporate documentation. This role ensures that all administrative operations run efficiently, comply with Ugandan regulations, and support the smooth functioning of the business. The Admin Manager acts as a key point of contact for government authorities, regulatory bodies, and external stakeholders, and plays a critical role in maintaining a safe, well-organised, and compliant working environment.

Key Responsibilities

1. Administrative Vehicle Management

Manage the company’s administrative vehicle fleet, including scheduling, allocation, and coordination of all official trips. Arrange airport pick-ups and drop-offs for expatriate staff, visitors, and business guests, ensuring timely and professional service. Coordinate all outward-bound vehicle requests for official errands, meetings, site visits, and other business purposes. Assign vehicles and drivers based on priority, availability, and cost efficiency. Maintain accurate vehicle usage logs, including trip purpose, mileage, fuel consumption, and driver details. Ensure all administrative vehicles are properly maintained, serviced, insured, and inspected in compliance with Ugandan traffic regulations. Monitor and control vehicle-related costs, including fuel, maintenance, and repairs, and identify opportunities for efficiency improvements. Supervise administrative drivers, ensuring adherence to safety rules, punctuality, and proper vehicle care. Manage vehicle documentation, including licences, insurance, and inspection certificates, and ensure timely renewals.

2. Staff Accommodation & Dormitory Management

Manage company-provided staff housing and dormitories, ensuring clean, safe, and well-maintained living conditions. Allocate accommodation fairly based on company policy, staff grade, and availability. Coordinate maintenance, repairs, utilities, and security for all residential facilities. Conduct regular inspections to ensure compliance with health, safety, and hygiene standards. Address staff concerns related to accommodation and mediate any disputes. Maintain accurate records of occupancy, assets, and utility consumption.

3. Health & Safety Administration

Support the implementation of workplace health and safety policies in line with Uganda’s Occupational Safety and Health Act. Coordinate with the EHS team to ensure administrative support for safety audits, training, and incident reporting. Oversee first aid supplies, emergency contact lists, and evacuation procedures for administrative areas and staff housing. Ensure fire safety equipment, alarms, and emergency exits are maintained and accessible. Assist in organising health and safety training for administrative and support staff.

4. Government & External Liaison

Build and maintain strong working relationships with government ministries, regulatory bodies, and local authorities. Manage relationships with key agencies such as Uganda Investment Authority (UIA), Uganda Revenue Authority (URA), National Social Security Fund (NSSF), local district offices, and immigration authorities. Represent the company in meetings with government officials, community leaders, and industry associations. Facilitate timely acquisition and renewal of permits, licences, and approvals required for company operations. Monitor changes in relevant laws and regulations and advise management on compliance matters. Handle official correspondence, submissions, and follow-ups with government offices.

5. Corporate Documentation & Compliance

Manage the preparation, submission, and renewal of all company legal and regulatory documents, including: Business licences, trading permits, and certificates of incorporation. Tax registration and compliance certificates. Import/export permits and customs documentation. Land titles, lease agreements, and property documents. Immigration documents for expatriate staff (work permits, resident permits). Maintain an organised and up-to-date register of all company documents and ensure timely renewals. Ensure compliance with the Uganda Companies Act and other statutory requirements. Liaise with legal counsel and company secretaries on corporate governance matters.

6. Administrative Operations & Team Management

Supervise administrative staff, including drivers, cleaners, security personnel, and office assistants. Allocate tasks, monitor performance, and provide coaching and support. Develop and implement administrative policies and procedures to improve efficiency. Manage office supplies, equipment, and general administrative budgets. Coordinate travel arrangements, visas, and logistics for expatriate staff and visitors. Oversee office maintenance, utilities, and vendor contracts.

7. Budgeting & Cost Control

Prepare and manage the administrative budget, including vehicle, accommodation, utilities, and government liaison costs. Monitor expenditures and identify cost-saving opportunities without compromising quality or compliance. Approve administrative purchases within delegated authority.

8. Reporting & Documentation

Prepare regular reports on vehicle usage, accommodation status, safety compliance, and government liaison activities. Maintain accurate records of all administrative transactions, contracts, and correspondence. Support internal and external audits by providing required documentation and explanations.

Qualifications & Experience

Education:

Bachelor’s degree or above in Business Administration, Management, Public Administration, Logistics, or a related field. A Master’s degree or professional certification in Administration/Management is an advantage.

Experience:

Minimum 6–10 years of progressive experience in administrative management, with at least 3 years in a managerial role. Proven experience in administrative vehicle management, staff accommodation, and government liaison. Experience in handling corporate documentation and regulatory compliance in Uganda. Prior experience in an industrial park, manufacturing, or large-scale corporate environment is highly desirable. Established network with Ugandan government agencies and regulatory bodies is a strong advantage.

Language Requirement (Mandatory):

Fluent in English (spoken and written) – must be able to draft official correspondence, negotiate with government authorities, and prepare reports in English. Proficiency in local languages (e.g., Luganda, Swahili) is a strong advantage. Knowledge of Chinese (Mandarin) is an added advantage for coordinating with expatriate management.

Technical Skills:

Strong knowledge of Ugandan regulatory framework, including immigration, labour, tax, and corporate compliance. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and vehicle/asset management software. Understanding of budget management and cost control. Familiarity with occupational health and safety regulations.

Soft Skills:

Excellent leadership and team management abilities. Outstanding communication, negotiation, and interpersonal skills. Strong problem-solving and decision-making capabilities. High level of integrity, discretion, and professionalism. Ability to work under pressure and manage multiple priorities. Proactive, results-oriented, and detail-focused. Cultural sensitivity and ability to work with diverse teams.

Other Requirements:

Valid driving permit with a clean driving record. Willingness to travel frequently within Uganda for government meetings and site visits. Must be willing to work flexible hours when required. Clean criminal record. Prior work experience in Uganda or East Africa is essential.

What We Offer

Competitive salary and benefits package. Leadership role with significant responsibility and impact. Opportunity to work in a dynamic, multicultural environment. Professional development and career advancement opportunities. A supportive and safety-focused work culture.

• Manage the company’s administrative vehicle fleet, including scheduling, allocation, and coordination of all official trips.
• Arrange airport pick-ups and drop-offs for expatriate staff, visitors, and business guests, ensuring timely and professional service.
• Coordinate all outward-bound vehicle requests for official errands, meetings, site visits, and other business purposes.
• Assign vehicles and drivers based on priority, availability, and cost efficiency.
• Maintain accurate vehicle usage logs, including trip purpose, mileage, fuel consumption, and driver details.
• Ensure all administrative vehicles are properly maintained, serviced, insured, and inspected in compliance with Ugandan traffic regulations.
• Monitor and control vehicle-related costs, including fuel, maintenance, and repairs, and identify opportunities for efficiency improvements.
• Supervise administrative drivers, ensuring adherence to safety rules, punctuality, and proper vehicle care.
• Manage vehicle documentation, including licences, insurance, and inspection certificates, and ensure timely renewals.
• Manage company-provided staff housing and dormitories, ensuring clean, safe, and well-maintained living conditions.
• Allocate accommodation fairly based on company policy, staff grade, and availability.
• Coordinate maintenance, repairs, utilities, and security for all residential facilities.
• Conduct regular inspections to ensure compliance with health, safety, and hygiene standards.
• Address staff concerns related to accommodation and mediate any disputes.
• Maintain accurate records of occupancy, assets, and utility consumption.
• Support the implementation of workplace health and safety policies in line with Uganda’s Occupational Safety and Health Act.
• Coordinate with the EHS team to ensure administrative support for safety audits, training, and incident reporting.
• Oversee first aid supplies, emergency contact lists, and evacuation procedures for administrative areas and staff housing.
• Ensure fire safety equipment, alarms, and emergency exits are maintained and accessible.
• Assist in organising health and safety training for administrative and support staff.
• Build and maintain strong working relationships with government ministries, regulatory bodies, and local authorities.
• Manage relationships with key agencies such as Uganda Investment Authority (UIA), Uganda Revenue Authority (URA), National Social Security Fund (NSSF), local district offices, and immigration authorities.
• Represent the company in meetings with government officials, community leaders, and industry associations.
• Facilitate timely acquisition and renewal of permits, licences, and approvals required for company operations.
• Monitor changes in relevant laws and regulations and advise management on compliance matters.
• Handle official correspondence, submissions, and follow-ups with government offices.
• Manage the preparation, submission, and renewal of all company legal and regulatory documents, including: Business licences, trading permits, and certificates of incorporation. Tax registration and compliance certificates. Import/export permits and customs documentation. Land titles, lease agreements, and property documents. Immigration documents for expatriate staff (work permits, resident permits).
• Maintain an organised and up-to-date register of all company documents and ensure timely renewals.
• Ensure compliance with the Uganda Companies Act and other statutory requirements.
• Liaise with legal counsel and company secretaries on corporate governance matters.
• Supervise administrative staff, including drivers, cleaners, security personnel, and office assistants.
• Allocate tasks, monitor performance, and provide coaching and support.
• Develop and implement administrative policies and procedures to improve efficiency.
• Manage office supplies, equipment, and general administrative budgets.
• Coordinate travel arrangements, visas, and logistics for expatriate staff and visitors.
• Oversee office maintenance, utilities, and vendor contracts.
• Prepare and manage the administrative budget, including vehicle, accommodation, utilities, and government liaison costs.
• Monitor expenditures and identify cost-saving opportunities without compromising quality or compliance.
• Approve administrative purchases within delegated authority.
• Prepare regular reports on vehicle usage, accommodation status, safety compliance, and government liaison activities.
• Maintain accurate records of all administrative transactions, contracts, and correspondence.
• Support internal and external audits by providing required documentation and explanations.

• Strong knowledge of Ugandan regulatory framework, including immigration, labour, tax, and corporate compliance.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and vehicle/asset management software.
• Understanding of budget management and cost control.
• Familiarity with occupational health and safety regulations.
• Excellent leadership and team management abilities.
• Outstanding communication, negotiation, and interpersonal skills.
• Strong problem-solving and decision-making capabilities.
• High level of integrity, discretion, and professionalism.
• Ability to work under pressure and manage multiple priorities.
• Proactive, results-oriented, and detail-focused.
• Cultural sensitivity and ability to work with diverse teams.

• Bachelor’s degree or above in Business Administration, Management, Public Administration, Logistics, or a related field.
• A Master’s degree or professional certification in Administration/Management is an advantage.
• Minimum 6–10 years of progressive experience in administrative management, with at least 3 years in a managerial role.
• Proven experience in administrative vehicle management, staff accommodation, and government liaison.
• Experience in handling corporate documentation and regulatory compliance in Uganda.
• Prior experience in an industrial park, manufacturing, or large-scale corporate environment is highly desirable.
• Established network with Ugandan government agencies and regulatory bodies is a strong advantage.
• Fluent in English (spoken and written) – must be able to draft official correspondence, negotiate with government authorities, and prepare reports in English.
• Proficiency in local languages (e.g., Luganda, Swahili) is a strong advantage.
• Knowledge of Chinese (Mandarin) is an added advantage for coordinating with expatriate management.
• Valid driving permit with a clean driving record.
• Willingness to travel frequently within Uganda for government meetings and site visits.
• Must be willing to work flexible hours when required.
• Clean criminal record.
• Prior work experience in Uganda or East Africa is essential.