Administrative Assistant – Technical Operations

Incast Engineering is hiring an Administrative Assistant – Technical Operations to provide essential administrative support to ensure the efficient functioning of the Engineering Department. This role involves managing clerical tasks, coordinating schedules, maintaining technical documentation, and facilitating communication between technical teams and other stakeholders.

Department: Engineering

Reports To: Technical Director

Location: Ntinda Complex, Kampala (Hybrid)

Key Responsibilities:

1. Administrative Support:

– Support in preparation and Submission of Bid documents.

– Manage calendars, schedule meetings, and coordinate travel arrangements for technical staff.

– Prepare agendas, take minutes, and track action items for technical meetings.

– Handle correspondence, emails, and phone calls, acting as a liaison between technical teams and internal/external stakeholders.

2. Documentation & Reporting:

– Organize and maintain technical documents, ensuring accuracy and accessibility (e.g., project reports, SOPs, compliance records).

– Assist in drafting technical reports, presentations, and communications.

– Update databases with technical data and operational metrics.

3. Procurement & Inventory:

– Manage inventory of technical equipment and supplies, process purchase orders and vendor invoices.

– Coordinate with vendors for equipment maintenance and procurement.

4. Project Coordination:

– Support project timelines, track deliverables, and update project management tools

5. Compliance & Safety:

– Ensure adherence to industry standards and safety protocols in documentation and operations.

Required Skills & Competencies:

– Proficiency in MS Office/Google Suite; familiarity with project management software.

– Strong organizational skills with attention to detail.

– Excellent written/verbal communication; ability to simplify technical terms.

– Basic technical aptitude (e.g., understanding IT systems, engineering concepts).

– Experience with technical documentation and procurement processes.

– Ability to handle confidential information and prioritize tasks.

Education & Experience:

– Ordinary Diploma in Engineering Field (Civil, Electrical, Water Management or related field)

-Bachelor’s degree in related field is an added advantage.

– 2+ years of administrative experience, preferably in technical environments (IT, engineering, manufacturing).

– Certifications in Safety, project management and Quality Management or experience is plus.

Work Environment:

– Primarily office-based with occasional exposure to field areas.

– Full-time hours with flexibility for overtime during critical projects.

– Physical requirements: Prolonged computer use and travelling long distances.

Compensation & Benefits:

– Competitive salary, retirement plans, and professional development opportunities.

How to apply.
Send CV, Cover letter and Academic Documents to incast@incasteng.com by 20th March 2025 5pm.