Position Title: Assistant Administrative Officer
Duration: 1 Year
Reports to: Administrative Officer
Location: Kampala, Uganda
Start date: Immediate
About GAYO
Green Africa Youth Organization (GAYO) is a youth-led, gender-balanced Non-Governmental Organization (NGO) that advocates for environmental sustainability and community development. Founded in 2014, GAYO is dedicated to raising awareness, educating, and building the capacity of various stakeholders to adopt sustainable environmental practices that meet the needs of the present generation without compromising future generations’ quality of life.
To achieve its objective, GAYO works with various institutions and multiple levels of governance to implement climate change, circular economy, youth empowerment, research, and disaster risk reduction projects within communities.
Visit our website for more information: www.greenafricayouth.org
Background
Green Africa Youth Organization (GAYO) is a youth-led NGO committed to environmental sustainability, climate action, and community development. GAYO Uganda supports research, youth empowerment, circular economy initiatives, and disaster risk reduction programs across the country.
To strengthen operational efficiency and internal coordination, GAYO Uganda seeks to recruit an Assistant Administrative Officer who will provide day-to-day administrative support to the Administrative Officer and the Country Manager. The role will contribute to improving office organization, documentation, logistics coordination, and internal administrative processes to enhance the overall effectiveness of the organization.
Purpose of the Role
The Assistant Administrative Officer will provide cross-functional administrative support across Human Resources, Operations, Finance, and general office administration to ensure smooth day-to-day functioning of the GAYO Uganda office.
Working under the supervision of the Administrative Officer, the position will support office coordination, document management, compliance processes, event logistics, and internal communication systems.
Roles and Responsibilities
- Office Support
- Receive, sort, and file incoming and outgoing correspondence.
- Draft simple letters, memos, and internal communications as directed.
- Photocopy, scan, print, and organize office documents.
- Support scheduling of meetings and remind staff of appointments.
- Ensure office cleanliness and organization in coordination with support staff.
- Monitor basic office utilities and report any issues promptly.
- Provide front-desk support by welcoming visitors professionally and directing them appropriately.
2. Records and Filing Support
- Maintain organized physical and electronic filing systems.
- Update contact lists and internal organizational databases.
- Ensure proper labeling and storage of official documents.
- Assist in archiving old records and maintaining proper documentation practices.
3. Logistics and Event Support
- Assist in preparing venues for meetings, workshops, training, and organizational events.
- Support registration of participants during meetings and workshops.
- Distribute materials and maintain attendance lists.
- Assist in coordinating basic travel arrangements when assigned.
4. Procurement and Inventory Support
- Assist in collecting quotations from vendors during procurement processes.
- Support tracking of office supplies and inform the Administrative Officer when stock levels are low.
- Help record deliveries and maintain simple inventory logs.
5. HR Administrative Support
- Assist in organizing staff files and updating personnel records.
- Support onboarding documentation for new staff, interns, or volunteers.
- Maintain strict confidentiality of personnel information and HR records.
Profile – Experience and Competencies
- Required Qualifications
- Degree, Diploma, or Certificate in Office Administration, Records Management, Business Administration, or a related field.
- At least 1–2 years of administrative experience (internship experience is acceptable).
- Basic computer proficiency, including Microsoft Office and Google Workspace.
2. Required Competencies
- Attention to detail.
- Good time management skills.
- Strong organizational and communication abilities.
- Ability to work under supervision and follow instructions carefully.
- Teamwork and cooperation.
- Integrity and confidentiality.
- Willingness to learn and grow professionally.
Working Relationships
Reports to: Administrative Officer
Key Internal Relationships: Country Director, Programs manager, M & E , And communications
Key External Relationships: Service providers, vendors, event participants, and organizational partners when necessary.
Terms and Conditions
Contract duration: 1 year
Working hours: 40 hours per week
Working language: English
Paid leave: 21 days annually
Salary: Monthly net salary of UGX 400,000
How to Apply
- Prepare your application package, consisting of a one-page cover letter stating your interest in the role and highlighting your relevant achievements, and a recent CV, both merged into a single PDF.
- Ensure your application package is accessible and does not exceed 5 MB.
- Access the application form at: https://forms.gle/ybarJXJUNmEpvCna6
Be sure to complete the form fully with your accurate information before submitting it. Please note that applications received after the deadline cannot be considered.
Equal Opportunity and Employment Policy
GAYO’s hiring policy ensures that the organization recruits employees without regard to race, color, religion, tribe, citizenship, gender, marital status, socio-economic background, or sexual orientation. Applicants for employment and career progression are considered solely based on their relevant qualifications and competencies and must be between the ages of 20 and 35 years.
Please note that applications received after the deadline cannot be considered.
GAYO will only contact applicants who are shortlisted for this position. If you do not receive feedback within one week after the application deadline, please consider your application unsuccessful for this particular role. However, we encourage applicants to regularly check our website and social media platforms for future opportunities.Application Deadline: 22nd March 2026