Office Services Coordinator

ORGANIZATIONAL CONTEXT

The Uganda Country Office (UCO) is currently implementing two programmes: the Netherlands-funded Access to Justice for Sustainable Development (AJSD) programme, and the Community Justice Programme (CJP II) funded by Sweden. IDLO established a physical office in 2018 and executed a host country agreement with Uganda, granting it status in 2019. The Country team is currently comprised of 14 staff (2 international and 12 nationally recruited staff) led by the Country Manager.

The AJSD programme focuses on three main areas: improving justice service delivery for Gender-Based Violence (GBV) survivors by reducing case backlogs and increasing awareness of rights; enhancing commercial and land justice services to stimulate business and investment by expediting dispute resolution; and ensuring self-reliance for refugees and vulnerable host communities through improved legal protection and access to justice.

The CJP II programme is a successor programme to CJP I, which was oriented towards legally empowering grassroots communities and enhancing the capacity of duty bearers. The CJP II focuses on building the capacity of communities to uphold their rights by creating legal awareness, strengthening dispute resolution mechanisms, and providing legal aid to vulnerable people, while also addressing emerging priorities, specifically juvenile justice, protection of refugees, and prevention of trafficking in persons.

THE POSITION

Under the supervision of the Finance and Administration Manager and in coordination with relevant units/departments at the HQ-Italy, the Office Services Coordinator supports the smooth daily operations of the office. The incumbent will be responsible for coordinating essential services, transport, and logistics, maintaining office facilities, and ensuring compliance with organizational and regulatory requirements to ensure the country office functions effectively.

Summary of functions:
1. Logistics and Vehicle Administration
2. Protocol Coordination
3. Facilities Management
4. Office Administration

Key results expected:

1. Logistics and Vehicle Administration 

• Coordinate all transport arrangements for IDLO Uganda, including staff (country office and HQ), and consultant travel within Kampala and for field missions, and liaise with external providers to ensure timely service delivery.
• Prepare travel and payment requests, purchase requisitions, and mission-related documentation.
• Ensure IDLO and hired vehicles are roadworthy, fueled, insured, and properly registered, with updated logbooks and exemptions processed as required.
• Support VAT refund documentation with the Uganda Revenue Authority (URA).

2. Protocol Coordination

• Liaise with the Ministry of Foreign Affairs and other relevant authorities to manage diplomatic identity cards, visas, work permits, special passes, and ensure compliance with tenancy regulations.
• Coordinate protocol arrangements and VIP access for high-level events, including communication with ministries and agencies.

3. Facilities Management

• Coordinate with landlords, service providers, and contractors for maintenance, repairs, cleaning, utilities, and safety to ensure a compliant and comfortable work environment.
• Oversee essential office services, including couriers, cleaning, and waste disposal, in line with health and safety standards.
• Office Administration
• Maintain and update the asset and office supply inventory; prepare periodic reports and reconcile invoices for administrative services, utilities, and rent.
• Coordinate mail and courier services within Kampala and manage relationships with external providers.
• Support the Finance and Administration Officer in preparing and maintaining purchase records, reports, and price lists.
• Assist with ICT support in coordination with the ICT focal point in Kenya and the ICT Unit at HQ.
• Perform other similar duties as required by the supervisor.

Education and Work Experience

• Diploma or Bachelor’s degree in Business Administration, Office Management, Logistics, Public Administration, or a related field.

Languages

• Fluency in English is required. Knowledge of local language(s) is an added advantage

Specific knowledge, skills, and competencies

• 3–5 years of progressively responsible experience in office administration, logistics, and facilities coordination, ideally within international organizations, NGOs, or development agencies.
• Strong experience in transport coordination and liaison with service providers and authorities, including protocol, compliance processes (vehicle registration, VAT refunds, visas, work permits), and contract management.
• Proven ability to manage office facilities and oversee service and maintenance contracts.
• Experience in inventory management and providing financial administration support.
• Familiarity with protocol coordination for high-level events and engagement with ministries, authorities, and diplomatic services.

For this locally recruited position, IDLO shall offer the selected candidate a 12-month Affiliate contract, with the possibility of extension subject to performance and funding availability.

In addition, IDLO shall offer a yearly basic salary of UGX 91,223,536, medical insurance, and leave entitlements, in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications from qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application deadline: 19 March 2026 2023 (23:59hrs Rome Time).