Background

The Project Administrator shall work under the direct supervision of the National Project Coordinator (NPC) and in close collaboration with the Finance, Procurement, Monitoring & Evaluation, Environment and Social Safeguards, and Technical Teams. The duties shall include, but not be limited to, the following;

3.1 Administrative and Office Management

• Manage day-to-day administrative operations of the UCSATP Project Implementation Unit.
• Maintain and update project filing systems (both physical and electronic) in accordance with GoU and World Bank record-keeping standards.
• Coordinate internal and external correspondence, including drafting routine letters, memos, and official communications.
• Ensure proper documentation, tracking, and archiving of contracts, agreements, meeting minutes, and project records.
• Support preparation and organization of PIU meetings, technical committee meetings, and stakeholder engagements.

3.2 Logistical and Operational Support

• Coordinate logistics for project activities including workshops, trainings, field missions, supervision visits, and stakeholder consultations.
• Arrange travel, accommodation, and transport for project staff, consultants, and visiting missions in line with approved policies.
• Support management of office supplies, assets, and inventory, ensuring proper utilization and accountability.
• Assist in coordination of project events, launches, reviews, and World Bank missions.

3.3 Human Resource and Personnel Support

• Support onboarding and administrative management of project staff, consultants, interns, and short-term experts.
• Maintain up-to-date personnel files and attendance records for PIU staff.
• Support preparation of contracts, extensions, and performance documentation in collaboration with the Procurement unit.
• Coordinate leave schedules and administrative approvals in line with project procedures.

3.4 Financial and Procurement Support

• Support the Finance and Procurement teams by ensuring timely submission of administrative documentation required for payments, procurement processes, and audits.
• Assist in tracking administrative approvals, contract documents, and deliverables.
• Support preparation of requisitions and follow-up on administrative clearances, without engaging in fiduciary decision-making roles.

3.5 Coordination and Communication

• Act as a focal point for administrative coordination between the PIU, MAAIF departments, implementing agencies, districts, and other stakeholders.
• Facilitate information flow within the PIU to enhance coordination and efficiency.
• Support dissemination of official project communications, notices, and schedules.

3.6 Compliance and Reporting

• Ensure administrative practices comply with Government of Uganda regulations and World Bank operational policies.
• Prepare periodic administrative status reports as required by the NPC.
• Support audit missions, supervision missions, and inspections by ensuring availability of administrative records and logistical support.

4. EXPECTED OUTPUTS / DELIVERABLES

The Project Administrator is expected to deliver the following:

• Well-organized and up-to-date administrative and filing systems for UCSATP.
• Timely and well-coordinated logistical arrangements for all project activities.
• Accurate records of meetings, correspondence, and administrative transactions.
• Efficient support to PIU staff, consultants, and stakeholders.
• Periodic administrative reports submitted to the National Project Coordinator.

5. REQUIRED QUALIFICATIONS AND EXPERIENCE

5.1 Academic Qualifications

• A bachelor’s degree in public administration, Business Administration, Management, Social Sciences, Business computing, Psychology, Development Studies, or a related field from a recognized institution.
• A postgraduate qualification in in the above or a related field will be an added advantage.

5.2 Professional Experience

• At least 5 years of relevant administrative experience, preferably in government programs, externally funded projects, or development organizations.
• Experience working with World Bank financed or other development partner-funded projects is a strong advantage.
• Proven experience in office management, logistics coordination, and administrative

5.3 Skills and Competencies

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills in English.
• Ability to work independently and as part of a multidisciplinary team.
• High level of integrity, confidentiality, and professionalism.
• Proficiency in computer applications (MS Word, Excel, PowerPoint, email, and document management systems).

6. KEY COMPETENCES

The Project Administrator must demonstrate the following core competences:

a) Technical and Professional Competences

• Strong knowledge of administrative systems, office procedures, records management, and document control in a government or externally funded project environment.
• Ability to manage logistics for meetings, workshops, trainings, field missions, and supervision activities in a multi-stakeholder setting.
• Working knowledge of Government of Uganda public service administrative procedures and externally funded project operational requirements.
• Proficiency in use of standard office software packages (MS Word, Excel, PowerPoint, Outlook) and electronic filing systems.
• Ability to prepare clear, well-structured correspondence, reports, meeting minutes, and administrative briefs.

b) Planning and Organisational Competences

• Strong ability to plan, prioritize, and coordinate multiple administrative tasks under tight deadlines.
• Capacity to manage competing priorities while maintaining high levels of accuracy and quality.
• Demonstrated ability to maintain orderly and up-to-date records, calendars, and tracking systems.
• Attention to detail and commitment to compliance with procedures, guidelines, and deadlines.

c) Communication and Interpersonal Competences

• Excellent written and verbal communication skills, including ability to interact effectively with senior government officials, development partners, consultants, district teams, and community stakeholders.
• Ability to draft professional correspondence and communicate instructions clearly and diplomatically.
• Strong interpersonal skills with a collaborative and service-oriented attitude.

d) Problem-Solving and Initiative

• Ability to anticipate administrative and logistical challenges and propose practical solutions.
• Capacity to work with minimal supervision and take initiative to resolve routine operational issues.
• Flexibility to adapt to changing priorities and evolving project demands.

e) Integrity and Professional Ethics

• High level of integrity, confidentiality, and accountability in handling official information and documents.
• Commitment to ethical conduct, transparency, and adherence to Government of Uganda and World Bank standards.
• Ability to maintain neutrality, professionalism, and discretion in all project-related engagements.

6. REPORTING AND SUPERVISION

The Project Administrator shall report directly to the National Project Coordinator (NPC) of UCSATP. Day-to-day coordination will be undertaken in collaboration with the PIU Operations, Finance, and Procurement teams.

8. DURATION AND LOCATION

The duration of the assignment shall be 2 years subject to a probation period of 6 months and satisfactory performance. The contract may be renewed based on need and satisfactory performance.

• Manage day-to-day administrative operations of the UCSATP Project Implementation Unit.
• Maintain and update project filing systems (both physical and electronic) in accordance with GoU and World Bank record-keeping standards.
• Coordinate internal and external correspondence, including drafting routine letters, memos, and official communications.
• Ensure proper documentation, tracking, and archiving of contracts, agreements, meeting minutes, and project records.
• Support preparation and organization of PIU meetings, technical committee meetings, and stakeholder engagements.
• Coordinate logistics for project activities including workshops, trainings, field missions, supervision visits, and stakeholder consultations.
• Arrange travel, accommodation, and transport for project staff, consultants, and visiting missions in line with approved policies.
• Support management of office supplies, assets, and inventory, ensuring proper utilization and accountability.
• Assist in coordination of project events, launches, reviews, and World Bank missions.
• Support onboarding and administrative management of project staff, consultants, interns, and short-term experts.
• Maintain up-to-date personnel files and attendance records for PIU staff.
• Support preparation of contracts, extensions, and performance documentation in collaboration with the Procurement unit.
• Coordinate leave schedules and administrative approvals in line with project procedures.
• Support the Finance and Procurement teams by ensuring timely submission of administrative documentation required for payments, procurement processes, and audits.
• Assist in tracking administrative approvals, contract documents, and deliverables.
• Support preparation of requisitions and follow-up on administrative clearances, without engaging in fiduciary decision-making roles.
• Act as a focal point for administrative coordination between the PIU, MAAIF departments, implementing agencies, districts, and other stakeholders.
• Facilitate information flow within the PIU to enhance coordination and efficiency.
• Support dissemination of official project communications, notices, and schedules.
• Ensure administrative practices comply with Government of Uganda regulations and World Bank operational policies.
• Prepare periodic administrative status reports as required by the NPC.
• Support audit missions, supervision missions, and inspections by ensuring availability of administrative records and logistical support.

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills in English.
• Ability to work independently and as part of a multidisciplinary team.
• High level of integrity, confidentiality, and professionalism.
• Proficiency in computer applications (MS Word, Excel, PowerPoint, email, and document management systems).
• Strong knowledge of administrative systems, office procedures, records management, and document control in a government or externally funded project environment.
• Ability to manage logistics for meetings, workshops, trainings, field missions, and supervision activities in a multi-stakeholder setting.
• Working knowledge of Government of Uganda public service administrative procedures and externally funded project operational requirements.
• Proficiency in use of standard office software packages (MS Word, Excel, PowerPoint, Outlook) and electronic filing systems.
• Ability to prepare clear, well-structured correspondence, reports, meeting minutes, and administrative briefs.
• Strong ability to plan, prioritize, and coordinate multiple administrative tasks under tight deadlines.
• Capacity to manage competing priorities while maintaining high levels of accuracy and quality.
• Demonstrated ability to maintain orderly and up-to-date records, calendars, and tracking systems.
• Attention to detail and commitment to compliance with procedures, guidelines, and deadlines.
• Excellent written and verbal communication skills, including ability to interact effectively with senior government officials, development partners, consultants, district teams, and community stakeholders.
• Ability to draft professional correspondence and communicate instructions clearly and diplomatically.
• Strong interpersonal skills with a collaborative and service-oriented attitude.
• Ability to anticipate administrative and logistical challenges and propose practical solutions.
• Capacity to work with minimal supervision and take initiative to resolve routine operational issues.
• Flexibility to adapt to changing priorities and evolving project demands.
• High level of integrity, confidentiality, and accountability in handling official information and documents.
• Commitment to ethical conduct, transparency, and adherence to Government of Uganda and World Bank standards.
• Ability to maintain neutrality, professionalism, and discretion in all project-related engagements.

• A bachelor’s degree in public administration, Business Administration, Management, Social Sciences, Business computing, Psychology, Development Studies, or a related field from a recognized institution.
• A postgraduate qualification in in the above or a related field will be an added advantage.
• At least 5 years of relevant administrative experience, preferably in government programs, externally funded projects, or development organizations.
• Experience working with World Bank financed or other development partner-funded projects is a strong advantage.
• Proven experience in office management, logistics coordination, and administrative