1. Job Purpose
SwiftAxis Limited is seeking a highly organised, proactive and results-driven Administration Manager to oversee the company's administrative and corporate support functions.
The successful candidate will ensure efficient office operations, effective resource utilisation, proper asset management, cost control and compliance with company policies and applicable regulations. The ideal candidate will establish systems that enhance productivity, strengthen accountability and support the company's operational efficiency and sustainable growth.
2. Key Responsibilities
A. Administration & Office Management
Coordinate daily administrative operations and ensure efficient delivery of corporate support services.
Develop, implement and review administrative policies, procedures and standard operating procedures.
Manage office supplies, stationery, equipment and other administrative requirements.
Ensure timely handling of administrative requests from management and other departments.
B. Facilities & Asset Management
Oversee office facilities, maintenance, cleaning, security and utility services.
Maintain accurate asset registers and coordinate asset allocation, maintenance and verification.
Ensure company property is properly safeguarded and efficiently utilised.
Promote workplace safety, cleanliness and a productive working environment.
C. Budgeting & Cost Control
Prepare and monitor administrative budgets and expenditure.
Identify opportunities to reduce unnecessary costs while maintaining service quality.
Ensure administrative purchases are properly authorised and documented.
Prepare periodic administrative performance and expenditure reports for management.
D. Procurement & Supplier Management
Coordinate procurement of administrative supplies and services in accordance with company procedures.
Obtain and evaluate supplier quotations to promote value for money.
Monitor supplier performance, service agreements and contract renewal dates.
Maintain effective relationships with service providers, contractors and other business partners.
E. Human Resources & Staff Support
Provide administrative support for staff onboarding, orientation, welfare and exit processes.
Maintain appropriate employee administrative records and protect confidential information.
Coordinate staff meetings, training sessions, workshops and corporate events.
Promote professionalism, teamwork and adherence to company policies.
F. Records & Information Management
Establish and maintain efficient physical and electronic filing systems.
Ensure company documents are accurate, secure, accessible and properly archived.
Promote digitisation and efficient information-management practices.
Maintain confidentiality and appropriate access controls for sensitive records.
G. Travel, Fleet & Logistics Coordination
Coordinate official travel, accommodation, transport and meeting arrangements.
Monitor vehicle documentation, servicing schedules and administrative fleet records where applicable.
Ensure corporate events and official activities receive timely logistical support.
H. Compliance, Risk & Business Continuity
Ensure administrative activities comply with company policies and applicable Ugandan laws and regulations.
Identify administrative and operational risks and recommend corrective measures.
Support workplace safety, emergency preparedness and business continuity arrangements.
Maintain appropriate records of contracts, licences, permits and other compliance requirements.
I. Leadership & Performance Management
Supervise and develop administrative and support staff.
Establish clear performance expectations and monitor service delivery.
Identify administrative bottlenecks and implement continuous improvement initiatives.
Collaborate with Finance, Human Resources, Procurement, Operations and other departments to achieve organisational objectives.