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| Q-Sourcing |
Administration Manager Job Post
Location: Jobs in Uganda 2025 - 2026
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: September 10 2025
Hiring Organization: Q-Sourcing
Job Details:
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 in the Oil & Gas Sector, we are looking for a competent, skilled, and experienced Administration Manager to work in Uganda
Reports To: Managing Director
Primary Location: Kampala, Uganda
Supervises: Office Assistant
Dotted Reportee: Community Liaison and Admin Officer (CL &Admin Officer)
Summary of the Job:
Provides operational and administrative support to a centralized human resources specialty activity,
such as employment, compensation, Labor relations, benefits, or training and development. Coordinates the resolution and/or referral of specific policy-related and procedural problems and inquiries. Develops, expedites, and maintains files, records, and other documents.
Coordinates with external financial services COMPANY to review, prepare and submit financial
obligations of the COMPANY.
Primarily responsible for the reporting of COMPANY Oil and Gas Uganda’s National Content
Commitments to clients as well as sector regulator from time to time per frequency in reporting.
The Job holder shall be required to exercise the highest level of discretion and confidence considering
the volume and sensitivity of information they come across as well as in their possession.
Main Responsibilities:
Human Resources
- Develops, reviews and ensures implementation of various policies by ensuring they comply with both national and COMPANY Group controls
- Performs specialized technical tasks, such as pre-posting dialogues, first level screening/interviewing of applicants, preparation of vacancy announcements.
- Responsible for coordinating the interview and onboarding processes for new staff
- Reviews and verifies incoming and outgoing documentation for both candidates and employees to ensure completeness, accuracy, and compliance with established policies and procedures and applicable regulations.
- Ensures that all staff undergo a mandatory annual medical assessment and ensures that the Base Manager and QHSE Officer receive the relevant Fitness Reports
- Develops and annual training plan and ensures that it is validated by the Managing Director
- Ensure that staff files are updated with all the required information.
- Ensures that accurate payroll information is submitted on time to the external financial services COMPANY. All overtime shall require Managing Director’s approval before it is performed by using the overtime compensation form
- Coordinates and participates in routine and adhoc labour audit by sector regulators as well as clients
- Ensures that staff fill in a COMPANY property hand over form before they exit and final terminal dues are disbursed
Administration
- Prepares documents and composes correspondence, as required, on specific policy and procedural issues
- Coordinates correspondences with various regulators and authorities whilst seeking Managing Director’s approval and consent with the aim of ensuring that COMPANY complies with various laws. This shall include ensuring that the interests of COMPANY are considered and minimizing as much as possible the risk exposure
- Prepares all invoices for clients and ensures that they are validated by Project Manager and Managing Director before submission
- Prepares a monthly client invoicing update and obtains validation from the Project Manager before submission to clients
- Responsible for application of visas, work permits and all necessary work authorisations for expatriates and visitors of COMPANY Oil and Gas Uganda
- Responsible for logistical and accommodation planning for all expatriates whilst following the Business Travel Policy for Uganda
- Ensure that all insurance packages are updated on an affordable basis by working with insurance brokerage firm in place
- Ensures that all licenses, permits as well as COMPANY’s NSD registration is updated
- Ensure that all fleet, fire extinguishers undergo routine maintenance and service. This process involves ensuring that the related documents are obtained and filed for future reference
- Ensures that all information in possession is strictly kept on a confidential basis and is not shared with any staff or external party without proper formal authorisation from the Managing Director
- Supervises the Office Assistant as well as coordination with the CL Admin Officer based at the yard on community and social affairs
Procurement
- Supports the yard operations by ensuring that all tools, PPE, consumables and any other inputs are always in place
- Sources and evaluates local suppliers by ensuring that before engagement they conform to the National Content Regulations 2016 as well as COMPANY Group guidelines. International purchases shall be conducted under the lead of the Logistics Manager
- Reviews requisitions from various departments and submits to the Managing Director for approval
- Reviews the draft purchasing order from the Admin Assistant prior to submission to Managing Director for validation
- Shall ensure COMPANY sourcing procedures are adhered to such as using the Vendor Master list, conducting a call back to verify bank account information from suppliers
Financial Reporting
- Ensures that supplier invoices with accurate information is submitted on time on the SharePoint of the external financial services provider
- Requests for a monthly supplier payment report and jointly reviews it with the Managing Director before payment is initiated by the external financial services provider. The Managing Director shall validate the supplier payment report before it is executed.
- Participates in all routine and adhoc audits by ensuring that accurate information is provided on time to the external financial services provider who shall be offering their expert support services
- Reviews staff reimbursement reports prior to submission to Managing Director for approval
National Content
- Ensures that COMPANY National Content commitments are actualized by formulating implementation strategies
- Ensures that all relevant information on COMPANY’s National Content activities is accurately recorded and a report is submitted on a monthly, quarterly, bi-annual and annual basis to clients and as required by PAU and other sector regulators
- Review COMPANY’s National Content commitments as required from time to time and obtain Managing Director’s validation prior to client’s submission
- Ensures where possible that COMPANY is represented during National Content events organised by both sector regulator – PAU and clients
Requirements
Required Qualifications:
- Bachelor’s degree in human resources, Industrial and Organisational Psychology, Business
- Administration and any other relevant degree
- At least 2 – 3 years’ experience in a managerial position
- A minimum of 3 years work experience
- Basic to intermediate understanding and knowledge of the Oil and Gas Sector shall be sufficient
Added Advantages
- A Masters’ Degree shall be considered as an added advantage
- Experience in the Oil and Gas sector shall be an added advantage
- Knowledge of French would be an added advantage
All candidates who meet the criteria outlined above are encouraged to apply under the job vacancy “QSSU-AMR-ADMINISTRATION MANAGER”
Application procedure
Interested in applying for this job? Click here
Date Posted: 2025-09-05
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