Office Services Coordinator needed at International Development Law Organization Skip to main content
International Development Law Organization

Office Services Coordinator

International Development Law Organization

Location

Kampala

Category

Operations

Job Type

On-site

Work Hours

Full Time

Deadline

19th March 2026

Job Description

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.

Key Responsibilities & Tasks

  • 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).
  • 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.
  • 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.

Requirements, Qualifications and Competences

  • Diploma or Bachelor’s degree in Business Administration, Office Management, Logistics, Public Administration, or a related field.
  • Fluency in English is required. Knowledge of local language(s) is an added advantage
  • 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.

About International Development Law Organization

The International Development Law Organization (IDLO) enables governments and empowers people to reform laws and strengthen institutions to promote peace, justice, sustainable development and economic opportunity. IDLO works along the spectrum from peace and institution-building to economic recovery in countries emerging from conflict and striving towards democracy. It supports emerging economies and middle-income countries to strengthen their legal capacity and rule of law framework for sustainable development and economic opportunity.

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Job Overview

Status Active
Category Operations
Location Kampala
Job Type On-site

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