I. Job Identification

Job Title: Administrative and Communications Assistant
Department: Office of the Managing Director
Reports to: PR and Communications Manager
Functional Support to: Managing Director
Employment Type: Full-time, Open-ended
Duty Station: Head Office
Number of Positions: 1

II. Purpose of the Role

The Administrative and Communications Assistant provides high-level administrative support to the Office of the Managing Director while also supporting routine communications and coordination activities under the PR and Communications function. The role is primarily administrative in nature, with communications duties focused on operational support.

III. Key Responsibilities

A. Administrative Support to the Office of the Managing Director

• Manage the Managing Director’s office administration, including scheduling, meeting coordination, and diary management;
• Provide logistical and administrative support for meetings of governing organs, including coordination of venues, materials, invitations, and related arrangements;
• Assist in drafting, preparing, formatting, and filing routine and official correspondence, reports, presentations, briefing notes, internal notices, emails, basic announcements, and memoranda from the Managing Director’s office;
• Organize meetings, including coordination of logistics and circulation of documents. Circulate approved minutes for signature, track receipt of signed minutes, and file signed minutes appropriately.
• Coordinate travel arrangements, logistics, and appointments for the Managing Director when required.
• Maintain an orderly and confidential filing system for the Managing Director’s office, both physical and electronic.
• Serve as a first point of contact for internal and external stakeholders engaging the Managing Director’s office.
• Track deadlines, submissions, and pending actions related to the Managing Director’s assignments and decisions;
• Handle routine calls, visitors, and inquiries for the Managing Director’s office and refer matters as appropriate.

B. Communications Support 

• Support planning and logistics for communications activities, including meetings, internal initiatives, and major institutional events such as the General Assembly;

• Support content coordination by collecting inputs, success stories, photos, and basic information from departments;
• Support basic monitoring of media mentions and social media engagement and compile simple reports;
• Support the coordination of service providers such as designers, printers, videographers, or media houses for routine communications-related tasks;
• Support content creation for communications activities such as the quarterly newsletter and social media, as directed.

C. Office Coordination and General Support

• Support coordination between the Office of the Managing Director and internal departments;
• Assist in organizing institutional events, workshops, and official functions;
• Perform other administrative and coordination duties as assigned.

IV. Key Deliverables

• Well-organized and efficient administrative support to the Managing Director’s office;
• Timely preparation and circulation of documents and meeting outputs;
• Accurate records and tracking of communications and administrative activities;
• Effective coordination support for communications initiatives.

V. Qualifications and Experience

• Bachelor’s degree in Business Administration, Office Management, Marketing, Communications, or a related field;
• A minimum of 3 years of progressive professional experience, during which the candidate has gained experience in office administration or executive support and communications or marketing responsibilities, acquired across one or more roles in a corporate, financial, or institutional environment.

• Demonstrated experience in:
  • Providing administrative and coordination support within an office supporting senior management;
  • Managing schedules, diary coordination, meetings, and logistical arrangements;
  • Drafting routine correspondence, internal communications, and office memoranda;
  • Supporting communications activities, including social media support and basic content creation;
  • Planning and coordinating events and related logistics.

VI. Skills and Competencies

• Strong administrative and organizational skills with high attention to detail;
• Excellent written and verbal communication skills;
• Ability to manage multiple tasks, priorities, and deadlines;
• High level of professionalism, discretion, and confidentiality;
• Proficiency in MS Office tools and basic digital collaboration platforms;
• Ability to work independently while taking clear direction;
• Strong interpersonal skills and ability to coordinate with diverse stakeholders.

VII. Personal Attributes

• Integrity and discretion;
• Reliability and professionalism;
• Attention to confidentiality;
• Ability to work under pressure.

Interested candidates are invited to submit the following documents electronically:

A motivation letter, a detailed CV, a copy of the required academic degree and any other relevant supporting documents and maximum of 3 persons for three professional references.

Applications should be addressed to the Managing Director and sent via email to [email protected]  no later than January 13, 2026; at 5:00 PM.

Please note that the Muganga SACCO Head Office is located on the 1st floor of Silverback Mall.

Questions/clarifications may be requested by email to the following email address: [email protected]

Kindly note that only shortlisted candidates will be contacted for Interview.