Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client TOTALENERGIES, we are looking for competent, skilled, and Field Operations Site Assistant to work at site

Reports to: Field RSES (Onshore Site Manager)

Gaps: 2

Activities

The position holder is responsible for:

1. Logistics & Travel Coordination

• Arrange transportation, hotel bookings, and flight reservations for department personnel in both Kampala and field sites.
• Organize team-building events and ensure necessary work tools are available to support current teams and onboarding of new staff.
• Set up and maintain rotational rosters for all Site FOPS personnel, including coordinating travel to and from site.

2. Meeting & Event Management

• Schedule appointments and meetings, including reserving meeting rooms and preparing briefing materials, presentations, and background documentation.
• Organize site events such as holidays and special occasions tied to local and international celebrations.

3. Administrative Support

• Provide confidential and efficient administrative services, including drafting and dispatching letters, reports, meeting minutes, memos, and presentation materials.
• Maintain an organized filing system for the Site FOPS department.
• Serve as the first point of contact for internal staff and external visitors.

4. Data & Reporting

• Maintain department dashboards and visual graphics to support operational tracking.
• Support the preparation of technical reports and generate standard summaries from meetings, workshops, and discussions.
• Update and manage departmental records, reports, and databases accurately and in a timely manner.

5. Personnel & Compliance Tracking

• Monitor and record personnel movements and planning schedules.
• Keep training records up to date and maintain individual personnel files.
• Process administrative forms including expense claims, mission orders, training requests, leave applications, and self-certifications.

6. System & Process Management

• Create requisitions and service orders for the Site FOPS department using the SAP system, in coordination with the finance team.
• Maintain the department’s organizational chart using designated software tools.
• Assist with mapping and implementing internal standard operating procedures and business processes.
• Ensure timely and accurate data entry and approvals in company database systems.

7. General Administrative Duties

• Provide support for any other relevant administrative tasks as required by the department.
• Manage stationery and ensure availability on site

Requirements

Mandatory Qualifications & Experiences required

• Qualification: Bachelor’s degree in Business Administration, Information management or equivalent,

Experience:

• Minimum of 5 years Administrative experience, preferably within a technical team
• High level of accuracy and attention to detail in aspects
• Strong written, oral communication and interpersonal skills are required along with a practical common-sense approach
• Good prioritization, time management and organization skills, including when exposed to high operational pressure
• Strong keyboard/typing skills are essential, and the post holder is required to have competency in most standard office computer applications – ie. Word, excel, graphics and PowerPoint
• Must be able to work on their own initiative and proactively interact with teams to obtain information.
• Must be able to react quickly and decisively to constantly changing demands and circumstances
• Adaptability and ability to work in an international environment.
• Good communication skills. Clear and concise reporting both verbal and written

• Arrange transportation, hotel bookings, and flight reservations for department personnel in both Kampala and field sites.
• Organize team-building events and ensure necessary work tools are available to support current teams and onboarding of new staff.
• Set up and maintain rotational rosters for all Site FOPS personnel, including coordinating travel to and from site.
• Schedule appointments and meetings, including reserving meeting rooms and preparing briefing materials, presentations, and background documentation.
• Organize site events such as holidays and special occasions tied to local and international celebrations.
• Provide confidential and efficient administrative services, including drafting and dispatching letters, reports, meeting minutes, memos, and presentation materials.
• Maintain an organized filing system for the Site FOPS department.
• Serve as the first point of contact for internal staff and external visitors.
• Maintain department dashboards and visual graphics to support operational tracking.
• Support the preparation of technical reports and generate standard summaries from meetings, workshops, and discussions.
• Update and manage departmental records, reports, and databases accurately and in a timely manner.
• Monitor and record personnel movements and planning schedules.
• Keep training records up to date and maintain individual personnel files.
• Process administrative forms including expense claims, mission orders, training requests, leave applications, and self-certifications.
• Create requisitions and service orders for the Site FOPS department using the SAP system, in coordination with the finance team.
• Maintain the department’s organizational chart using designated software tools.
• Assist with mapping and implementing internal standard operating procedures and business processes.
• Ensure timely and accurate data entry and approvals in company database systems.
• Provide support for any other relevant administrative tasks as required by the department.
• Manage stationery and ensure availability on site

• Strong written, oral communication and interpersonal skills
• Practical common-sense approach
• Good prioritization, time management and organization skills
• Strong keyboard/typing skills
• Competency in most standard office computer applications – ie. Word, excel, graphics and PowerPoint
• Ability to work on own initiative and proactively interact with teams to obtain information
• Ability to react quickly and decisively to constantly changing demands and circumstances
• Adaptability and ability to work in an international environment
• Good communication skills. Clear and concise reporting both verbal and written

• Bachelor’s degree in Business Administration, Information management or equivalent