WHO WE ARE

At Trees for the Future (TREES), we believe farmers have the power to transform the world. For over 30 years, we’ve been a global leader in agroforestry training, partnering with farming families to build vibrant economies, sustainable food systems, and thriving ecosystems. Through our signature Forest Garden Approach—a proven nature-based solution—farmers restore their land, plant thousands of trees, and grow diverse crops, breaking cycles of climate change and generational poverty. By reclaiming their agency, farmers are creating new possibilities for their families, communities, and the environment. We’ve worked all around the world and are currently active in Kenya, Tanzania, and Uganda. TREES has planted over 400 million trees to date. Joining our passionate, collaborative team means empowering farmers to lead lasting change for people and the planet.

In Uganda, we are transforming landscapes and livelihoods across the Lake Victoria Watershed in the Eastern Region. With over 70 staff working on the ground, we collaborate with more than 7,000 farmers to implement the Forest Garden Approach. This initiative, in partnership with Catona Climate, is pending a Carbon Market verification, allowing farmers to benefit from carbon financing while restoring their land.

Learn more at trees.org/lvcarbon.

THE ROLE

The Administrative Assistant will oversee day-to-day office administration, ensuring smooth, efficient, and well-organized operations. The role includes managing office equipment and inventory, handling front desk operations and visitor coordination, supporting inventory flow, coordinating the receiving and dispatch of items to and from the Mbale office, and maintaining oversight of office cleanliness and staff welfare. The position plays a central role in creating a professional, welcoming, and well-managed office environment. The position will be based either in Mbale or Bugiri office and reports to the accountant.

RESPONSIBILITIES

Administrative Support:

• Ensure reception services are delivered professionally, providing visitors with a warm welcome and promptly addressing their needs.
• Order staff meals and ensure food safety standards are maintained.
• Manage all incoming communications (telephone calls, letters, emails, etc.), ensuring they are handled professionally and directed to the appropriate persons in a timely manner.
• Serve as custodian of all office keys and ensure the premises are securely opened and closed as required.
• Maintain and regularly update all front desk resources, forms, and handbooks.
• Supervise the Office Cleaner to ensure high standards of cleanliness and promptly report maintenance needs to the relevant departments.
• Take direct charge of security personnel to ensure effective performance of their duties and escalate issues as necessary.
• Coordinate meeting room setup, including refreshments, stationery, and equipment preparation.
• Prepare and process utility invoices (electricity, water, newspapers, etc.) for payment.
• Support the printing, compilation, and submission of field accountability documents for review.

Inventory Management

• Receive goods and materials delivered to the store, ensuring proper documentation and verification against delivery notes and purchase orders.
• Arrange, label, and store items systematically to maintain order, accessibility, and safety.
• Maintain accurate stock cards and update digital inventory records in a timely manner.
• Conduct regular stock counts and support annual or periodic audits as required.
• Monitor stock levels and promptly notify the supervisor of low, expiring, or slow-moving items.
• Issue items and ensure proper documentation for all goods issued, returned, or transferred.
• Update stock registers and inventory management systems daily to ensure accuracy.
• Prepare and submit monthly stock reports to the Operations department.
• Ensure the store remains clean, organized, and compliant with safety standards.
• Immediately report any damaged, expired, or missing stock for appropriate action.

Asset Management

• Maintain an updated asset register with details such as asset name, serial number, tag number, location, custodian, and purchase date.
• Ensure staff sign asset custody forms when issued equipment (e.g., laptops, phones).
• Maintain a log for borrowed, transferred, or returned assets.
• Conduct periodic asset verification (quarterly, biannual, or annual).
• Report missing, damaged, or non-functional assets.
• Validate asset existence during internal and external audits.
• Coordinate repairs with approved service providers.
• Ensure assets are allocated to the right users and used for intended program activities.
• Support compliance during audits or donor reviews.
• Identify obsolete or end-of-life assets for disposal and prepare periodic asset reports.
• Prepare periodic asset reports (monthly, quarterly, or annual).
• Reconcile the asset register with the finance fixed asset schedule.
• Performs any other duties that may be assigned from time to time.

WHO YOU ARE

• Organized and Detail-Oriented: You maintain efficient administrative, inventory, and asset management systems, ensuring accuracy and up-to-date records.
• Professional and Service-Focused: You foster a welcoming office environment and handle front desk and communications with professionalism and responsiveness.
• Accountable and Trustworthy: You safeguard organizational assets and confidential information with integrity and discretion.
• Proactive and Efficient: You anticipate needs, address issues promptly, and ensure smooth daily operations with minimal supervision.
• Collaborative Team Player: You work effectively across departments, supporting coordination, compliance, and overall organizational effectiveness.

REQUIREMENTS

• Bachelor's degree in accounting, business administration, social science, Public Administration, or any related discipline.
• Minimum of 3 years of relevant professional experience in office administration and management, stores management, customer services or Finance preferably in an NGO set up.
• Computer proficiency, including Microsoft Word and Excel.

WORK ENVIRONMENT AND BENEFITS

TREES is an International Organization that strives to be the best home for staff wanting to make an impact on the farmers we serve. We believe that the diversity of our staff contributes to excellence. TREES values collaboration and teamwork that fosters increased engagement and innovation for professional growth.

We offer a multicultural, collegial work environment with a competitive salary, comprehensive medical insurance, workers' compensation, and substantial paid time off, including annual leave and sick leave.

• Ensure reception services are delivered professionally, providing visitors with a warm welcome and promptly addressing their needs.
• Order staff meals and ensure food safety standards are maintained.
• Manage all incoming communications (telephone calls, letters, emails, etc.), ensuring they are handled professionally and directed to the appropriate persons in a timely manner.
• Serve as custodian of all office keys and ensure the premises are securely opened and closed as required.
• Maintain and regularly update all front desk resources, forms, and handbooks.
• Supervise the Office Cleaner to ensure high standards of cleanliness and promptly report maintenance needs to the relevant departments.
• Take direct charge of security personnel to ensure effective performance of their duties and escalate issues as necessary.
• Coordinate meeting room setup, including refreshments, stationery, and equipment preparation.
• Prepare and process utility invoices (electricity, water, newspapers, etc.) for payment.
• Support the printing, compilation, and submission of field accountability documents for review.
• Receive goods and materials delivered to the store, ensuring proper documentation and verification against delivery notes and purchase orders.
• Arrange, label, and store items systematically to maintain order, accessibility, and safety.
• Maintain accurate stock cards and update digital inventory records in a timely manner.
• Conduct regular stock counts and support annual or periodic audits as required.
• Monitor stock levels and promptly notify the supervisor of low, expiring, or slow-moving items.
• Issue items and ensure proper documentation for all goods issued, returned, or transferred.
• Update stock registers and inventory management systems daily to ensure accuracy.
• Prepare and submit monthly stock reports to the Operations department.
• Ensure the store remains clean, organized, and compliant with safety standards.
• Immediately report any damaged, expired, or missing stock for appropriate action.
• Maintain an updated asset register with details such as asset name, serial number, tag number, location, custodian, and purchase date.
• Ensure staff sign asset custody forms when issued equipment (e.g., laptops, phones).
• Maintain a log for borrowed, transferred, or returned assets.
• Conduct periodic asset verification (quarterly, biannual, or annual).
• Report missing, damaged, or non-functional assets.
• Validate asset existence during internal and external audits.
• Coordinate repairs with approved service providers.
• Ensure assets are allocated to the right users and used for intended program activities.
• Support compliance during audits or donor reviews.
• Identify obsolete or end-of-life assets for disposal and prepare periodic asset reports.
• Prepare periodic asset reports (monthly, quarterly, or annual).
• Reconcile the asset register with the finance fixed asset schedule.
• Performs any other duties that may be assigned from time to time.

• Computer proficiency, including Microsoft Word and Excel.
• Organized and Detail-Oriented
• Professional and Service-Focused
• Accountable and Trustworthy
• Proactive and Efficient
• Collaborative Team Player

• Bachelor's degree in accounting, business administration, social science, Public Administration, or any related discipline.
• Minimum of 3 years of relevant professional experience in office administration and management, stores management, customer services or Finance preferably in an NGO set up.