Administration Specialist

PalmPay is a Pan-African fintech company currently operating in Ghana, Nigeria and expanding to other markets in Uganda.We’re reinventing the payments experience by making it easy and reliable for everyone to transfer money, pay bills and shop online.We are seeking the Administration Specialist who plays a key role in ensuring the smooth and efficient functioning of the company's administrative and support operations. This includes managing office facilities, procurement support, logistics, vendor coordination, asset management, and compliance with Ugandan statutory requirements. The role demands a high level of professionalism, attention to detail, and the ability to operate effectively in a fast-paced corporate environment.Key Responsibilities: Office & Facility ManagementOversee day-to-day office operations to ensure a clean, safe, and professional work environmentCoordinate office maintenance, repairs, security services, and utility managementEnsure that all office facilities comply with health and safety regulations in line with Ugandan labor and occupational standards Procurement & Asset ManagementSupport the procurement process by preparing requisitions, vendor quotations, and LPOs in line with internal policiesMaintain up-to-date records of company assets and equipment (including laptops, vehicles, phones, etc.)Conduct periodic physical verification of assets and coordinate disposal or replacement processes as required Vendor & Service Provider CoordinationManage relationships with office service providers (e.g., cleaning, courier, IT support, caterers, security firms)Ensure service contracts are up to date, tracked, and reviewed for performance and complianceVerify and process vendor invoices in coordination with Finance Travel, Logistics & Event SupportOrganize logistics for staff business travel including booking flights, transport, accommodation, and per diem processingCoordinate logistics and administrative support for corporate events, meetings, and training sessionsArrange vehicle scheduling and fuel management, and supervise company drivers Compliance & DocumentationEnsure that administrative activities comply with Ugandan labor laws, URA requirements, KCCA by-laws, and relevant regulationsMaintain proper filing systems for licenses, permits, insurance documents, leases, and other key recordsSupport the renewal of business licenses, insurance, and other mandatory certifications Administrative Reporting & SupportTrack and report on administrative KPIs, cost control measures, and office resource utilizationPrepare periodic reports on administrative functions for senior managementAssist with office budgeting and expenditure forecasting for administrative functionsQualifications & Experience:Bachelor’s degree in Business Administration, Management, Public Administration, or related fieldMinimum of 3–5 years of progressive experience in administration, preferably within a corporate/private sector environmentStrong knowledge of Ugandan statutory and regulatory compliance, including occupational safety, licensing, and procurement practicesExperience working with ERP systems, procurement software, or administrative tools (e.g., SAP, Microsoft Dynamics, Zoho)Core Competencies:Strong organizational and planning skillsProfessional communication and interpersonal abilitiesProactive problem-solving and decision-makingAttention to detail and high ethical standardsAbility to work independently under minimal supervisionConfidentiality and discretion in handling sensitive informationPowered by JazzHRFYoSu1dJRB