Construction Assistant

Qualification:

• HND or equivalent professional experience in an administrative role
  

Experience:

• Numeracy skills, high level of accuracy and attention to detail
  
• Ideally possess a minimum of 5 years administrative experience, preferably within a similar site environment
  
• Strong written, oral communication and interpersonal skills are required along with a practical common-sense approach
  
• Good prioritization, time management and organization skills, including when exposed to high operational pressure
  
• Strong keyboard/typing skills are essential, and the post holder is required to have competency in most standard office computer applications.
  
• Must be able to work on their own initiative and proactively interact with teams to obtain information.
  
• Must be able to react quickly and decisively to constantly changing demands and circumstances.
  

• Administrative
  • Provide an efficient and confidential Administrative service to team members including the typing and dispatch of letters, reports, minutes, faxes, memos and overhead materials in an accurate and timely manner
    
  • Scanning and creation of property boxes for all incoming correspondence
    
  • Carry out photocopying/scanning as required
    
  • Distribution and logging of incoming Project documentation, including letters, procedures, drawings etc. (using PRODOM)
    
  • Generate, update and maintain records, reports and databases as appropriate
    
  • Arrange meetings, including booking of conference rooms, equipment and coordinating catering requirements
    
  • Maintain up to date knowledge of project team personnel movements and rota in conjunction with Logistics Team
    
  • Provide first point of contact internally for off-site visitors to the project
    
  • Assist in the weekly collation of approved timesheets for contractors and ensure that these are passed to Cost control Team
    
  • Operate filing systems to ensure that all paperwork is properly maintained
    
  • Arrange (via Kampala office) timely ordering/receipt of required standard office goods/stationery
    
  • Coordinate IS requests
    
  • Complete mobilization paperwork for ad hoc visitors and vendors where required
    
• Logistics
  • Liaise with the Travel Coordinator to ensure timely booking of travel and accommodation requirements
    
  • Liaise with Accommodation Camp Operations over daily accommodation issues and bedspace allocation
    
  • Liaise with and be the focal point between key subcontractors and the accommodation camp to ensure accommodation requirements are booked and communicated appropriately
    
  • Arrange collections and drop-offs at key sites and liaise with mini-bus drivers
    
  • Release morning “Planned POB” by 09.00 hrs. Daily (working week) providing expected movements and POB status
    
  • Release afternoon “Actual POB” by 16.00 hrs. daily (working week) providing final figures following flight/vehicle/other movements
    
  • Maintain up to date knowledge of project team personnel movements and rotations in conjunction with Logistics Team
    
• PPE
  • Maintain low levels of PPE for site visitors and liaise with Operations when additional items are required in case of visitor numbers/sizes are not available.  Conduct monthly stock checks and maintain accurate records
    
  • Submit individual requests for replacements
    
  • Maintain oversight of PPE Lockers and allocate accordingly when appropriate
    
  • Regularly visit PPE Locker Room to ensure it is in a clean and tidy condition.   Report failings accordingly
    
  • Office Logistics
    
  • Maintain suitable provisions of stationery and printer consumables.    Submit stationery requests.
    
  • Maintain tidiness of workplace environment plus Printer/stationery Room