Job Description

Our client, The East African Crude Oil Pipeline (EACOP) is a major midstream development spanning Uganda and Tanzania. It includes the construction and operation of a nearshore Marine Tanks and Terminals (MTT) facility in Tanzania. Once completed, the EACOP Company will operate a 1,443 km electrically heated crude oil export pipeline, transporting crude oil from Kabaale–Hoima in Uganda to the Chongoleani Peninsula near Tanga Port in Tanzania for export to international markets.

The General Services & Administrative Officer is responsible for the effective coordination and delivery of administrative support and general services across EACOP operational facilities. The role ensures efficient management of offices, accommodation, catering, cleaning, travel, reception services, office assets, utilities, and contractor-provided facility services to support safe and uninterrupted pipeline operations.

The position will play a key role in maintaining a high-quality working environment for employees, contractors, and visitors while ensuring compliance with EACOP policies, contractual obligations, and applicable regulations.

Principle Responsibilities

1. General Services Management

• Coordinate the delivery of all general services activities supporting EACOP operational facilities.
• Ensure the efficient operation of offices, camps, warehouses, control centers, and associated facilities.
• Monitor the performance of outsourced service providers including catering, cleaning, landscaping, waste management, laundry, pest control, and accommodation services.
• Ensure service levels meet contractual requirements and operational needs.
• Support continuous improvement initiatives to enhance service quality and operational efficiency.

2. Administrative Support

• Coordinate day-to-day administrative support for the Operations organization.
• Manage office administration systems, filing systems, and document archiving in accordance with company requirements.
• Ensure effective management of correspondence, records, reports, and administrative documentation.
• Support onboarding and offboarding activities for employees and contractors.
• Assist in organizing meetings, workshops, management visits, and operational events.

3. Facilities and Accommodation Management

• Monitor accommodation allocation and occupancy management for operational personnel when applicable.
• Coordinate maintenance requests and facility-related issues with contractors and Facilities Management teams.
• Ensure office furniture, equipment, and workplace facilities remain fit for purpose.
• Monitor office space utilization and recommend improvements where necessary.
• Participate in facility inspections to ensure compliance with safety and operational standards.

4. Travel and Logistics Coordination

• Coordinate business travel arrangements, accommodation bookings, airport transfers, and related administrative support.
• Support employee mobilization and demobilization processes.
• Assist with travel authorization processes and logistical arrangements for visitors and management.
• Monitor contractor performance related to travel and accommodation services.

5. Contractor Management

• Administer contracts and service agreements related to general services activities.
• Monitor contractor compliance with contractual obligations, HSE requirements, and service level agreements.
• Participate in contractor performance reviews and audits.
• Verify contractor invoices and support documentation prior to approval.
• Follow up on corrective actions arising from audits, inspections, and performance reviews.

6. Asset and Inventory Management

• Maintain inventory records for office furniture, equipment, and administrative assets.
• Coordinate issuance, transfer, and disposal of office equipment and supplies.
• Monitor stock levels of office consumables and administrative materials.
• Ensure accurate asset records are maintained in accordance with company procedures.

7. Budget and Cost Control

• Support preparation and monitoring of General Services and Administration budgets.
• Track expenditures against approved budgets.
• Review service provider invoices and ensure cost control measures are implemented.
• Identify opportunities for operational efficiencies and cost optimization.

8. Compliance and Reporting

• Ensure compliance with company policies, local regulations, and contractual requirements.
• Maintain records and documentation related to facility management and administrative activities.
• Prepare monthly reports on administrative and general services performance.
• Monitor KPIs related to service delivery and contractor performance.
• Support internal and external audits as required.

9. HSE and Operational Support

• Promote HSE awareness and compliance with general services activities.
• Participate in emergency response preparedness activities related to facilities management.
• Ensure contractors comply with EACOP HSE requirements.
• Support incident reporting and investigation processes involving facilities or service providers.
• Assist operational teams with administrative support during emergencies or business continuity events.

Key Deliverables

• Monthly General Services Performance Report.
• Contractor Performance Evaluation Reports.
• Facilities Inspection Reports.
• Administrative Compliance and Records Management Reports.
• Asset and Inventory Registers.
• Budget Monitoring Reports.
• Accommodation and Travel Coordination Records.
• Annual General Services Improvement Plan

Requirements

• Bachelor’s degree in business administration, Logistics, Facilities Management, Public Administration, Human Resources, Hospitality Management, or related field.
• Professional certification in Facilities Management, Administration, Contract Management, or Project Management is an advantage.
• Minimum 5–8 years of experience in administration, facilities management, logistics support, or general services.
• Experience in oil & gas, infrastructure, energy, mining, or large industrial operations is preferred.
• Experience managing service providers and contractor performance.
• Experience in budget monitoring and contract administration.
• Familiarity with integrated workplace and facilities management practices.

• Coordinate the delivery of all general services activities supporting EACOP operational facilities.
• Ensure the efficient operation of offices, camps, warehouses, control centers, and associated facilities.
• Monitor the performance of outsourced service providers including catering, cleaning, landscaping, waste management, laundry, pest control, and accommodation services.
• Ensure service levels meet contractual requirements and operational needs.
• Support continuous improvement initiatives to enhance service quality and operational efficiency.
• Coordinate day-to-day administrative support for the Operations organization.
• Manage office administration systems, filing systems, and document archiving in accordance with company requirements.
• Ensure effective management of correspondence, records, reports, and administrative documentation.
• Support onboarding and offboarding activities for employees and contractors.
• Assist in organizing meetings, workshops, management visits, and operational events.
• Monitor accommodation allocation and occupancy management for operational personnel when applicable.
• Coordinate maintenance requests and facility-related issues with contractors and Facilities Management teams.
• Ensure office furniture, equipment, and workplace facilities remain fit for purpose.
• Monitor office space utilization and recommend improvements where necessary.
• Participate in facility inspections to ensure compliance with safety and operational standards.
• Coordinate business travel arrangements, accommodation bookings, airport transfers, and related administrative support.
• Support employee mobilization and demobilization processes.
• Assist with travel authorization processes and logistical arrangements for visitors and management.
• Monitor contractor performance related to travel and accommodation services.
• Administer contracts and service agreements related to general services activities.
• Monitor contractor compliance with contractual obligations, HSE requirements, and service level agreements.
• Participate in contractor performance reviews and audits.
• Verify contractor invoices and support documentation prior to approval.
• Follow up on corrective actions arising from audits, inspections, and performance reviews.
• Maintain inventory records for office furniture, equipment, and administrative assets.
• Coordinate issuance, transfer, and disposal of office equipment and supplies.
• Monitor stock levels of office consumables and administrative materials.
• Ensure accurate asset records are maintained in accordance with company procedures.
• Support preparation and monitoring of General Services and Administration budgets.
• Track expenditures against approved budgets.
• Review service provider invoices and ensure cost control measures are implemented.
• Identify opportunities for operational efficiencies and cost optimization.
• Ensure compliance with company policies, local regulations, and contractual requirements.
• Maintain records and documentation related to facility management and administrative activities.
• Prepare monthly reports on administrative and general services performance.
• Monitor KPIs related to service delivery and contractor performance.
• Support internal and external audits as required.
• Promote HSE awareness and compliance with general services activities.
• Participate in emergency response preparedness activities related to facilities management.
• Ensure contractors comply with EACOP HSE requirements.
• Support incident reporting and investigation processes involving facilities or service providers.
• Assist operational teams with administrative support during emergencies or business continuity events.

• Facilities Management
• Administration
• Contract Management
• Project Management
• Logistics Support
• Budget Monitoring
• Service Provider Management
• HSE Compliance

• Bachelor’s degree in business administration, Logistics, Facilities Management, Public Administration, Human Resources, Hospitality Management, or related field.
• Professional certification in Facilities Management, Administration, Contract Management, or Project Management is an advantage.