Job Summary

Provide administrative support on company projects

  • Minimum Qualification: Bachelor
  • Experience Level: Entry level
  • Experience Length: 3 years

Job Description

Duties and Responsibilities


  • Provide receptionist services, including welcoming visitors and directing them to the appropriate staff, as well as responding to phone calls
  • Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etc
  • Photocopy a variety of documents and other materials
  • Prepare administrative correspondence, including memos and emails, as requested by the MD
  • Record, distribute and file in an efficient registry and filing system all incoming and outgoing correspondence
  • Disseminate relevant administrative and substantive documents to international /national staff
  • Receive and format monthly information for the company
  • Ensure proper filing of all documents, both of administrative and program nature
  • Keep an updated database of office contacts
  • Ensure timely request and delivery of stationary and office supplies to the field office
  • Ensure that all documents awaiting distribution to other offices are dispatched in a timely manner
  • Develop and maintain a weekly schedule of staff and vehicle movements.
  • Assist with vehicle maintenance functions.
  • Coordinate a variety of administrative duties (e.g. leave requests, meeting organization, travel requests, expense claims)
  • Assist in the preparation and organization of programme events/workshops, as required, and provide logistical support to the programme team
  • In coordination with the Kampala Administrative Officer and Head of Sub-office, assist in sourcing for quotations for procurement of service providers, workshop venues, material supplies
  • Complete other related tasks assigned by the MD


Results Expected:


  • Provide general office and administrative support, including accurate and timely production and processing of documents and administrative requirements.
  • Maintain accurate records and/or data.
  • Appropriately apply relevant policies, guidelines, procedures and processes.
  • Recognize and report data and other discrepancies.
  • Establish effective working relationships with internal and external contacts at all levels.


Competencies

  • Professionalism - Knowledge of basic clerical functions.
  • Ability to operate standard office equipment.
  • Shows pride in work and in achievements
  • Demonstrates professional competence and mastery of subject matter
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving result
  • Is motivated by professional rather than personal concerns
  • Shows persistence when faced with difficult problems or challenges
  • Remains calm in stressful situations.


  • Planning and Organizing - Ability to establish priorities and to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;


  • Communication - Ability to speak and write in a clear and concise manner, including ability to draft a variety of reports, correspondence, etc.


  • Technological Awareness - Good computer skills, including proficiency in word processing, excel, spreadsheets, other and relevant software packages;


  • Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.


Required Skills and Experience

Education: Completion of university education


Experience: At least 3 years of combined progressively responsible experience in related areas, i.e. human resources, general administration, financial administration etc .


To apply, send your CV and cover letter to supremejobsug@gmail.com and use the job title as the subject. Kindly include a headshot on your CV

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