Background information about the job or company (e.g., role context, company overview)

Grounded in strong ethical values and a transformational goal to serve the poor, Opportunity Bank delivers tailored lending, savings, and financial inclusion solutions while maintaining high standards of governance, risk management, and community support. We value integrity, professionalism, and positive impact, and are committed to fostering economic opportunity and long-term partnerships across the communities we serve. Does your passion align with our Mission and Vision?

Opportunity Bank invites applications from qualified candidates to fill the position of:

Position: Administration Supervisor

Reports to: Corporate Services Manager

Job purpose

The Administration Supervisor is in charge of overseeing and coordinating the Bank’s day-to-day administrative operations, including facilities and premises, fleet, physical security coordination, records and archives, office support services and administration-related service providers. The role ensures a safe, functional, efficient and professional working environment across Head Office and the branch network, while ensuring appropriate cost control and compliance with Bank policies and procedures.

Responsibilities or duties

1. ADMINISTRATION AND LOGISTICS SUPPORT

• Front Desk & Customer Reception Supervision
• Supervise front desk operations, reception staff, and visitor handling protocols to ensure compliance with customer service standards.
• Oversee telephone switchboards, central mailboxes, incoming/outgoing correspondence, and the official bid submission intake and handover processes.
• Courier, Logistics & Dispatch Management
• Direct and monitor incoming and outgoing courier and postal operations guided by approved policies and procedure manuals.
• Track administration vendor performance, prepare monthly usage and reconciliation reports, and allocate dispatches to messengers and drivers.
• Stationery, Stores & Inventory Control
• Manage stock levels, storage, and quarterly replenishment of stationery and office consumables for Head Office and branch networks.
• Verify physical deliveries against Local Purchase Orders (LPOs) and conduct periodic inventory spot-checks.
• Invoicing & Administrative Support
• Receive, register, and route logistics, administrative, maintenance, and utility invoices to appropriate units for timely processing and payment.
• Provide secretarial support by drafting departmental meeting minutes and monitoring action items.
• Assist the manager in drafting LPOs, managing fleet logs, and inspecting procurement deliveries as assigned.
• Log and follow up on insurance claims.
• Provide branch logistical support on work tools, furniture repairs, etc.
• Procurement Function
• Assist in verifying deliveries against orders to confirm rightful quantities for stationeries received.
• Assist in preparing LPO and inspect related paper work involved in the absence of PS.
• Keeping a record of logistics items purchased by your unit.
• Fleet Management
• Supervise the Bank’s fleet (transportation equipment) management function to ensure efficient, safe and cost-effective transportation services.
• Ensure appropriate vehicle allocation and utilisation and monitor fleet availability across the Bank.
• Ensure timely servicing, repairs, insurance, licensing and other statutory requirements for Bank vehicles.
• Review vehicle mileage, fuel consumption, maintenance costs and other fleet reports, investigating and escalating material exceptions.
• Supervise the Fleet Officer and ensure effective management and deployment of drivers.
• Ensure appropriate controls over vehicle custody, usage, parking and maintenance of fleet records.
• 2. ESTATES, PREMISES & FACILITIES MANAGEMENT
• Supervise the maintenance and upkeep of Head Office and branch premises, equipment and building systems.
• Ensure preventive and corrective maintenance requirements are appropriately planned, tracked and resolved within agreed timelines.
• Supervise all Maintenance works and monitor the performance of facilities management vendors, cleaning service providers and maintenance contractors against agreed service standards.
• Monitor utilities including electricity, water and waste management to support uninterrupted Bank operations and appropriate cost control.
• Coordinate resolution of material facilities-related issues and support management of landlord relationships.
• Maintain appropriate facilities and maintenance records and periodically report on outstanding issues, costs and service-provider performance.
• Serve as the primary focal point for resolving facilities-related complaints and managing relationships with landlords.
• 3. ASSET MANAGEMENT
• Ensure Bank physical assets are appropriately tagged, identifiable and recorded upon acquisition.
• Maintain appropriate records of the physical location, custody, condition and movement of Bank assets.
• Coordinate periodic physical verification and stocktaking of Bank assets across Head Office and branches.
• Investigate and report discrepancies identified during physical verification.
• Coordinate asset transfers, custody changes and approved disposals in accordance with Bank policy.
• Reconcile physical asset records with the Finance asset register periodically and resolve identified differences.
• 4. PHYSICAL SECURITY OVERSIGHT
• Supervise the day-to-day physical security operations across premises, including contracted security guards, alarm systems, and Cash-in-Transit (C.I.T.) arrangements.
• Implement and monitor security procedures to ensure safe access control for staff, visitors, and contractors.
• Serve as the Fire Safety contact point by inspecting fire safety equipment, promoting emergency awareness, and maintaining building evacuation readiness.
• 5. PROJECTS MANAGEMENT
• Ensure successful delivery and handover of premises-related projects including power backup, security systems, and refurbishments.
• Manage contracted vendors for system installations (electrical, mechanical, plumbing, ACs) and advise on contract closure and warranties.
• Analyze diverse project data and advise the bank based on operational needs and budget parameters.
• Ensure setup and completion of business projects including branch premises, ACs, electrical/network cabling upgrades, and redesigns.
• 6. RECORDS & ARCHIVES MANAGEMENT
• Supervise the Bank’s physical records and archives management function.
• Ensure proper custody, classification, indexing, storage and retrieval of archived records.
• Ensure movement and access to archived records are appropriately controlled and documented.
• Monitor records retention requirements and coordinate approved archival and disposal processes in accordance with Bank policy.
• Supervise the Archives Officer and ensure appropriate deployment and oversight of Archives Assistants.
• Monitor turnaround times for records retrieval and address identified control or service gaps.
• 7. PEOPLE MANAGEMENT
• Provide overall supervision and leadership of staff that report directly to you.
• Supervision of service providers under your direct responsibilities, and others assigned by your line manager.
• Ensure visitors are handled with care and excellency.
• 8. RISK MANAGEMENT AND COMPLIANCE
• Identify and monitor operational risks arising within the Administration function and implement appropriate mitigating controls.
• Ensure compliance with the Bank’s Administration policies and procedures, approved budgets, applicable regulatory requirements and the Bank’s risk management framework.
• Maintain appropriate records and evidence of key administrative controls.
• Implement and track corrective actions arising from Risk, Internal Audit, External Audit, Bank of Uganda and other assurance reviews relating to areas under the role’s responsibility.
• Promptly escalate material incidents, control failures and policy breaches to the Administration & Procurement Manager.

Qualifications or requirements (e.g., education, skills)

• Bachelor’s degree in Civil or Electrical Engineering or a related field.
• Certifications/registration with professional bodies UIPE, CIPS, PMP will be a plus.
• Professional certifications in Facilities Management, Occupational Health & Safety (OHS), Security Management, or Office Administration.
• Knowledge of the Ugandan banking regulations and statutory requirements.

Personal skills and abilities

• Technical knowledge on facilities and systems maintenance.
• Proficiency in office tools (e.g. Microsoft Office, Excel, Google Workspace, MS project, CAD).
• Moderate administrative and record-keeping skills.
• Strong people management skills.
• Excellent communication skills (oral and written).
• Excellent Customer service skills.
• Ability to maintain Confidentiality at all times.
• Reliability & Dependability.
• Ability to remain calm at all times.
• Attention to detail.
• Good organizational skills.
• Ability to Multitask.
• Problem Solving skills.

Experience needed

At least 3 years in Facilities management and General Administration of which one (1) must be at supervisory level.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Opportunity Bank is an equal opportunity employer. All qualified candidates are encouraged to apply, regardless of disability, gender, marital status, religion and ethnicity.

• Front Desk & Customer Reception Supervision
  • Supervise front desk operations, reception staff, and visitor handling protocols to ensure compliance with customer service standards.
  • Oversee telephone switchboards, central mailboxes, incoming/outgoing correspondence, and the official bid submission intake and handover processes.
• Courier, Logistics & Dispatch Management
  • Direct and monitor incoming and outgoing courier and postal operations guided by approved policies and procedure manuals.
  • Track administration vendor performance, prepare monthly usage and reconciliation reports, and allocate dispatches to messengers and drivers.
• Stationery, Stores & Inventory Control
  • Manage stock levels, storage, and quarterly replenishment of stationery and office consumables for Head Office and branch networks.
  • Verify physical deliveries against Local Purchase Orders (LPOs) and conduct periodic inventory spot-checks.
• Invoicing & Administrative Support
  • Receive, register, and route logistics, administrative, maintenance, and utility invoices to appropriate units for timely processing and payment.
  • Provide secretarial support by drafting departmental meeting minutes and monitoring action items.
  • Assist the manager in drafting LPOs, managing fleet logs, and inspecting procurement deliveries as assigned.
  • Log and follow up on insurance claims.
  • Provide branch logistical support on work tools, furniture repairs, etc.
• Procurement Function
  • Assist in verifying deliveries against orders to confirm rightful quantities for stationeries received.
  • Assist in preparing LPO and inspect related paper work involved in the absence of PS.
  • Keeping a record of logistics items purchased by your unit.
• Fleet Management
  • Supervise the Bank’s fleet (transportation equipment) management function to ensure efficient, safe and cost-effective transportation services.
  • Ensure appropriate vehicle allocation and utilisation and monitor fleet availability across the Bank.
  • Ensure timely servicing, repairs, insurance, licensing and other statutory requirements for Bank vehicles.
  • Review vehicle mileage, fuel consumption, maintenance costs and other fleet reports, investigating and escalating material exceptions.
  • Supervise the Fleet Officer and ensure effective management and deployment of drivers.
  • Ensure appropriate controls over vehicle custody, usage, parking and maintenance of fleet records.
• Estates, Premises & Facilities Management
  • Supervise the maintenance and upkeep of Head Office and branch premises, equipment and building systems.
  • Ensure preventive and corrective maintenance requirements are appropriately planned, tracked and resolved within agreed timelines.
  • Supervise all Maintenance works and monitor the performance of facilities management vendors, cleaning service providers and maintenance contractors against agreed service standards.
  • Monitor utilities including electricity, water and waste management to support uninterrupted Bank operations and appropriate cost control.
  • Coordinate resolution of material facilities-related issues and support management of landlord relationships.
  • Maintain appropriate facilities and maintenance records and periodically report on outstanding issues, costs and service-provider performance.
  • Serve as the primary focal point for resolving facilities-related complaints and managing relationships with landlords.
• Asset Management
  • Ensure Bank physical assets are appropriately tagged, identifiable and recorded upon acquisition.
  • Maintain appropriate records of the physical location, custody, condition and movement of Bank assets.
  • Coordinate periodic physical verification and stocktaking of Bank assets across Head Office and branches.
  • Investigate and report discrepancies identified during physical verification.
  • Coordinate asset transfers, custody changes and approved disposals in accordance with Bank policy.
  • Reconcile physical asset records with the Finance asset register periodically and resolve identified differences.
• Physical Security Oversight
  • Supervise the day-to-day physical security operations across premises, including contracted security guards, alarm systems, and Cash-in-Transit (C.I.T.) arrangements.
  • Implement and monitor security procedures to ensure safe access control for staff, visitors, and contractors.
  • Serve as the Fire Safety contact point by inspecting fire safety equipment, promoting emergency awareness, and maintaining building evacuation readiness.
• Projects Management
  • Ensure successful delivery and handover of premises-related projects including power backup, security systems, and refurbishments.
  • Manage contracted vendors for system installations (electrical, mechanical, plumbing, ACs) and advise on contract closure and warranties.
  • Analyze diverse project data and advise the bank based on operational needs and budget parameters.
  • Ensure setup and completion of business projects including branch premises, ACs, electrical/network cabling upgrades, and redesigns.
• Records & Archives Management
  • Supervise the Bank’s physical records and archives management function.
  • Ensure proper custody, classification, indexing, storage and retrieval of archived records.
  • Ensure movement and access to archived records are appropriately controlled and documented.
  • Monitor records retention requirements and coordinate approved archival and disposal processes in accordance with Bank policy.
  • Supervise the Archives Officer and ensure appropriate deployment and oversight of Archives Assistants.
  • Monitor turnaround times for records retrieval and address identified control or service gaps.
• People Management
  • Provide overall supervision and leadership of staff that report directly to you.
  • Supervision of service providers under your direct responsibilities, and others assigned by your line manager.
  • Ensure visitors are handled with care and excellency.
• Risk Management and Compliance
  • Identify and monitor operational risks arising within the Administration function and implement appropriate mitigating controls.
  • Ensure compliance with the Bank’s Administration policies and procedures, approved budgets, applicable regulatory requirements and the Bank’s risk management framework.
  • Maintain appropriate records and evidence of key administrative controls.
  • Implement and track corrective actions arising from Risk, Internal Audit, External Audit, Bank of Uganda and other assurance reviews relating to areas under the role’s responsibility.
  • Promptly escalate material incidents, control failures and policy breaches to the Administration & Procurement Manager.

• Technical knowledge on facilities and systems maintenance.
• Proficiency in office tools (e.g. Microsoft Office, Excel, Google Workspace, MS project, CAD).
• Moderate administrative and record-keeping skills.
• Strong people management skills.
• Excellent communication skills (oral and written).
• Excellent Customer service skills.
• Ability to maintain Confidentiality at all times.
• Reliability & Dependability.
• Ability to remain calm at all times.
• Attention to detail.
• Good organizational skills.
• Ability to Multitask.
• Problem Solving skills.

• Bachelor’s degree in Civil or Electrical Engineering or a related field.
• Certifications/registration with professional bodies UIPE, CIPS, PMP will be a plus.
• Professional certifications in Facilities Management, Occupational Health & Safety (OHS), Security Management, or Office Administration.
• Knowledge of the Ugandan banking regulations and statutory requirements.