Job Title: Production Administration Assistant
Organisation: Yalelo
Duty Station: Kampala, Uganda
About Organisation:
Yalelo (U) Limited is a tilapia fish farm that was established in Uganda in 2019. The farm is located in Butembe, Buikwe district on the shores of Lake Victoria. Yalelo Uganda is a subsidiary of First Wave Group B.V; a Dutch company with a portfolio of aquaculture related assets in Africa. First Wave Group owns and operates Yalelo Zambia, a pioneer of Aquaculture founded in 2011 that has grown quickly to become the leading fish farm in Zambia and among the largest aquaculture farms in Africa.
Job Summary: The Administration Assistant supports the Aquaculture Production Department by managing administrative tasks that ensure smooth operations across Lake Operations, Hatchery, and Hardware units. The role is responsible for maintaining accurate records, organizing files, coordinating staff logistics, and supporting HR and procurement processes. The Assistant ensures efficiency in documentation, communication, and day-to-day departmental coordination.
Key Duties and Responsibilities:
File & Record Management
- Organize and maintain departmental files (physical and digital) for easy retrieval.
- Keep updated records of production activities, maintenance logs, and compliance reports.
- Ensure secure storage and proper archiving of sensitive documents.
HR & Staffing Administration
- File and track staff leave applications, duty rosters, and attendance records.
- Assist in preparing hiring requisitions and tracking staffing needs from department leads.
- Maintain updated staff training, certification, and safety records.
Procurement & Requisition Support
- Prepare and submit purchase requisitions for consumables, tools, and equipment.
- Track requisition approvals and deliveries, ensuring timely availability of supplies.
- Maintain inventory and usage records for office and field consumables.
Transport & Logistics Coordination
- Organize transportation for staff, materials, and equipment to and from sites.
- Maintain transport schedules and ensure efficient allocation of vehicles/boats.
- Support coordination of field allowances, accommodation, and other staff welfare needs.
Communication & Reporting
- Draft and circulate internal communications, notices, and meeting minutes.
- Support preparation of weekly and monthly departmental reports.
- Act as a link between Production, HR, Finance, Procurement, and other departments.
Compliance & Safety Documentation
- File and track health, safety, and environmental incident reports.
- Maintain updated compliance checklists and certifications.
- Support audit readiness by ensuring all departmental documents are organized and up to date.
Qualifications, Skills and Experience:
- Bachelor’s degree/Diploma in Business Administration, Office Management, or related field.
- Minimum of 2 years of administrative experience (preferably in aquaculture, agriculture, or production settings).
- Strong organizational and multitasking skills.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Key Competencies
- Excellent file management and organizational skills.
- Strong interpersonal and communication abilities.
- Ability to prioritize tasks and meet deadlines.
- Discretion and professionalism in handling confidential information.
- Flexibility to support both field and office operations.
How to Apply:
Please send the application, CV & academic documents as one pdf document to: [email protected], clearly specifying the job position in the subject line.
Deadline: 24th October 2025
NB: Recruitment will be on rolling basis
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 24