Administrative Officer

Job Grade: NA Line Manager: Operations manager Supervises: NA Department: Operations Duty Station: Kampala
Company Background: SIMSUN Financial Services was founded with a clear vision to bridge the financial gaps that hold back hardworking entrepreneurs, educational institutions, and society across Uganda. Born from the recognition that access to timely and flexible capital is often the missing link between ambition and achievement, Simsun emerged as a modern, agile financial partner dedicated to the unique needs of Uganda's dynamic economy. At Simsun, we believe Finance should empower you, not complicate your journey. We are proud to serve Ugandan entrepreneurs, educators, and society, helping turn challenges into opportunities for a brighter and more prosperous future. We operate under Uganda's Tier 4 microfinance regulatory framework, UMRA, and aim to deliver fast, transparent, and responsible financing using technology-enabled processes, strong field operations, and rigorous controls.
Job Purpose: To provide high-quality, efficient administrative, logistical, and office support that enables smooth day-to-day operations across the company. The Administrative Officer ensures the office environment is well-organized, compliant, and supportive of the core lending activities such as Stock Financing, School Fees Financing, and Invoice Discounting while handling logistics, documentation, procurement, and general office coordination. This role is critical in a startup setting to maintain professionalism, reduce operational friction, and allow Credit, Finance, and Operations teams to focus on business growth and client service.
Key Duties: 1. Office Administration & Coordination

• Manage daily office operations, including opening and closing procedures, cleanliness, security, and maintenance of office facilities and equipment.
• Coordinate meetings, appointments, and company events, e.g., internal team meetings, Credit Committee sessions, client visits, and regulatory meetings.
• Maintain an organized filing system (physical and digital) for contracts, loan documents, HR records, and administrative files.
• Handle incoming and outgoing correspondence, emails, calls, and visitor reception in a professional manner.

2. Logistical & Operational Support

• Arrange logistics for field activities like transportation, travel bookings, and accommodation for Credit Officers, Operations Manager and management during client visits, stock audits, school visits and invoice verifications.
• Support disbursement and collection processes by preparing and distributing loan documentation, cheques, and mobile money instructions.
• Coordinate courier services, document delivery to branches, clients, schools, or regulatory bodies, e.g., UMRA filings.
• Manage company assets and inventory (office equipment, stationery, furniture, branded materials).

3. Procurement & Vendor Management

• Handle procurement of office supplies, stationery, equipment, and services while ensuring cost-effectiveness and compliance with internal approval processes.
• Maintain vendor databases, negotiate favorable terms, and process vendor payments in coordination with the Business Accountant.
• Ensure timely renewal of office-related contracts (rent, utilities, insurance, security).

4. Documentation & Records Management

• Support preparation, scanning, filing, and retrieval of critical documents (loan agreements, KYC forms, collateral documents, invoices, school fee schedules).
• Assist Credit Officers and Operations teams with compiling credit memos, audit files, and regulatory submissions.
• Ensure proper archiving and easy retrieval of administrative and operational records in line with data protection and retention policies.

5. HR & Staff Support

• Assist with basic HR administration, such as onboarding new staff, maintaining staff records, leave tracking, and coordination of payroll inputs with Finance.
• Organize staff welfare activities, training logistics, and team-building events.
• Support health and safety compliance in the office first aid, fire safety, etc

6. Compliance & Reporting

• Assist in preparing and submitting routine administrative reports, e.g., utility expenses, asset registers, etc.
• Ensure adherence to company policies, Ugandan labor laws, and regulatory requirements in all administrative activities.
• Support internal and external audits by providing required administrative documentation.

7. General Support & Ad-hoc Duties

• Provide flexible support to all departments as needed, especially during peak seasons, e.g., school term starts for School Fees Financing.
• Handle petty cash management and expense reimbursements in line with Finance procedures.
• Maintain confidentiality and high standards of professionalism at all times.

Qualifications & Experience

• Diploma or bachelor's degree in business administration, Secretarial Studies, Office Management, or related field.
• Minimum 2–4 years of relevant administrative experience, preferably in a financial institution, microfinance, NGO, or fast-growing SME in Uganda.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic use of Google Workspace or accounting/loan systems.
• Strong organizational, multitasking, and communication skills.
• Excellent interpersonal skills with a customer service orientation.
• High level of integrity, discretion, and attention to detail.
• Valid driving licenses and willingness to support occasional field logistics are advantages.
• Knowledge of Ugandan office practices, basic procurement, and the regulatory environment is desirable.

Key KPI’s reviewed quarterly and linked to performance incentives KPI Target Measurement method Weight Office efficiency & Organization 8% of routine tasks completed on schedule Survey checklist & Ops manager feedback 20%
Logistics support effectiveness >95% of requests fulfilled on time and within budget Logistics request log & feedback from operations teams 20%
Document management accuracy Zero major misfiling incidents, 100% retrieval >3 hrs requested Audit samples & retrieval time tracking 15%
Procurement & cost control All procurements approved and delivered within 1-3 days Procurement records & finance variance reports 15%
Meeting & events control 100% of scheduled meetings supported with required materials and setup Meetings minutes & participant feedback 10%
Vendor and asset management 100% on time renewals, accurate monthly asset reconciliation Vendor contract tracker & asset register 10%
Staff & stakeholder satisfaction >85% positive feedback from team surveys Quarterly internal feedback forms 5%
Compliance & reporting 100% on time submissions with zero compliance issues Report submission records & audit feedback 5%


How to Apply:All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section