Administration Supervisor Jobs – Opportunity Bank

Job Title: Administration Supervisor

Organisation: Opportunity Bank

Duty Station: Kampala, Uganda

About Organisation:

Opportunity Bank Uganda Ltd (OBUL) is a member of Opportunity International, a global microfinance institution that provides access to financial services in 27 Countries globally serving over 2 Million customers with Savings, Credit and other transformational services aimed at transforming the lives of low income earners.

Job Summary: The Administration Supervisor is in charge of overseeing and coordinating the Bank’s day-to-day administrative operations, including facilities and premises, fleet, physical security coordination, records and archives, office support services and administration-related service providers. The role ensures a safe, functional, efficient and professional working environment across Head Office and the branch network, while ensuring appropriate cost control and compliance with Bank policies and procedures.

Key Duties and Responsibilities:

ADMINISTRATION AND LOGISTICS SUPPORT

Front Desk & Customer Reception Supervision

• Supervise front desk operations, reception staff, and visitor handling protocols to ensure compliance with customer service standards
• Oversee telephone switchboards, central mailboxes, incoming/outgoing correspondence, and the official bid submission intake and handover processes.

Courier, Logistics & Dispatch Management

• Direct and monitor incoming and outgoing courier and postal operations guided by approved policies and procedure manuals.
• Track administration vendor performance, prepare monthly usage and reconciliation reports, and allocate dispatches to messengers and drivers.

Stationery, Stores & Inventory Control

• Manage stock levels, storage, and quarterly replenishment of stationery and office consumables for Head Office and branch networks.
• Verify physical deliveries against Local Purchase Orders (LPOs) and conduct periodic inventory spot-checks.

Invoicing & Administrative Support

• Receive, register, and route logistics, administrative, maintenance, and utility invoices to appropriate units for timely processing and payment
• Provide secretarial support by drafting departmental meeting minutes and monitoring action items.
• Assist the manager in drafting LPOs, managing fleet logs, and inspecting procurement deliveries as assigned.
• Log and follow up on insurance claims.
• Provide branch logistical support on work tools, furniture repairs, etc.

Procurement Function

• Assist in verifying deliveries against orders to confirm rightful quantities for stationeries received.
• Assist in preparing LPO and inspect related paper work involved in the absence of PS.
• Keeping a record of logistics items purchased by your unit.

Fleet Management

• Supervise the Bank’s fleet (transportation equipment) management function to ensure efficient, safe and cost-effective transportation services.
• Ensure appropriate vehicle allocation and utilisation and monitor fleet availability across the Bank.
• Ensure timely servicing, repairs, insurance, licensing and other statutory requirements for Bank vehicles.
• Review vehicle mileage, fuel consumption, maintenance costs and other fleet reports, investigating and escalating material exceptions.
• Supervise the Fleet Officer and ensure effective management and deployment of drivers.
• Ensure appropriate controls over vehicle custody, usage, parking and maintenance of fleet records.

ESTATES, PREMISES & FACILITIES MANAGEMENT

• Supervise the maintenance and upkeep of Head Office and branch premises, equipment and building systems.
• Ensure preventive and corrective maintenance requirements are appropriately planned, tracked and resolved within agreed timelines.
• Supervise all Maintenance works and monitor the performance of facilities management vendors, cleaning service providers and maintenance contractors against agreed service standards.
• Monitor utilities including electricity, water and waste management to support uninterrupted Bank operations and appropriate cost control.
• Coordinate resolution of material facilities-related issues and support management of landlord relationships.
• Maintain appropriate facilities and maintenance records and periodically report on outstanding issues, costs and service-provider performance.
• Serve as the primary focal point for resolving facilities-related complaints and managing relationships with landlords.

ASSET MANAGEMENT

• Ensure Bank physical assets are appropriately tagged, identifiable and recorded upon acquisition.
• Maintain appropriate records of the physical location, custody, condition and movement of Bank assets.
• Coordinate periodic physical verification and stocktaking of Bank assets across Head Office and branches.
• Investigate and report discrepancies identified during physical verification.
• Coordinate asset transfers, custody changes and approved disposals in accordance with Bank policy.
• Reconcile physical asset records with the Finance asset register periodically and resolve identified differences.

PHYSICAL SECURITY OVERSIGHT

• Supervise day-to-day physical security operations across premises, including contracted security guards, alarm systems, and Cash-in-Transit (C.I.T.) arrangements.
• Implement and monitor security procedures to ensure safe access control for staff, visitors, and contractors.
• Serve as the Fire Safety contact point by inspecting fire safety equipment, promoting emergency awareness, and maintaining building evacuation readiness.

PROJECTS MANAGEMENT

• Ensure successful delivery and handover of premises-related projects including power backup, security systems, and refurbishments.
• Manage contracted vendors for system installations (electrical, mechanical, plumbing, ACs) and advise on contract closure and warranties.
• Analyze diverse project data and advise the bank based on operational needs and budget parameters.
• Ensure setup and completion of business projects including branch premises, ACs, electrical/network cabling upgrades, and redesigns.

RECORDS & ARCHIVES MANAGEMENT

• Supervise the Bank’s physical records and archives management function.
• Ensure proper custody, classification, indexing, storage and retrieval of archived records.
• Ensure movement and access to archived records are appropriately controlled and documented.
• Monitor records retention requirements and coordinate approved archival and disposal processes in accordance with Bank policy.
• Supervise the Archives Officer and ensure appropriate deployment and oversight of Archives Assistants.
• Monitor turnaround times for records retrieval and address identified control or service gaps.

PEOPLE MANAGEMENT

• Provide overall supervision and leadership of staff that report directly to you.
• Supervision of service providers under your direct responsibilities, and others assigned by your line manager.
• Ensure visitors are handled with care and excellency.

RISK MANAGEMENT AND COMPLIANCE

• Identify and monitor operational risks arising within the Administration function and implement appropriate mitigating controls.
• Ensure compliance with the Bank’s Administration policies and procedures, approved budgets, applicable regulatory requirements and the Bank’s risk management framework.
• Maintain appropriate records and evidence of key administrative controls.
• Implement and track corrective actions arising from Risk, Internal Audit, External Audit, Bank of Uganda and other assurance reviews relating to areas under the role’s responsibility.
• Promptly escalate material incidents, control failures and policy breaches to the Administration & Procurement Manager.

Qualifications, Skills and Experience:

• Bachelor’s degree in Civil or Electrical Engineering or a related field.
• Certifications/registration with professional bodies UIPE, CIPS, PMP will be a plus.
• Professional certifications in Facilities Management, Occupational Health & Safety (OHS), Security Management, or Office Administration.
• At least 3 years in Facilities management and General Administration of which one (1) must be at supervisory level.
• Knowledge of the Ugandan banking regulations and statutory requirements.
• Personal skills and abilities
• Technical knowledge on facilities and systems maintenance.
• Proficiency in office tools (e.g. Microsoft Office, Excel, Google Workspace, MS project, CAD).
• Moderate administrative and record-keeping skills.
• Strong people management skills.
• Excellent communication skills (oral and written).
• Excellent Customer service skills.
• Ability to maintain Confidentiality at all times.
• Reliability & Dependability.
• Ability to remain calm at all times.
• Attention to detail.
• Good organizational skills.
• Ability to Multitask.
• Problem Solving skills.
• Opportunity Bank is an equal opportunity employer. All qualified candidates are encouraged to apply, regardless of disability, gender, marital status, religion and ethnicity.

How to Apply:

Interested candidates should send their signed application letters, academic documents, together with their curriculum vitae in one PDF Folder clearly stating the job title in the subject line to: Apply by Email:

Deadline: 30^th September 2026

NB: Only shortlisted candidates will be contacted.

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Level of Education: bachelor degree

Work Hours: 8

Experience in Months: 36