Office Assistant at FINCA Uganda

Job Description

The Office Assistant plays a vital role in the efficient day-to-day administrative operations of FINCA Uganda, collaborating closely with the Administration Officer to provide comprehensive support in various areas. He/she is responsible for running office errands and overseeing head office assets and premises. She/She will proactively ensure a smoothly functioning office environment by facilitating inter-departmental communication, maintaining cleanliness, managing supplies, and assisting with various administrative tasks.

Key Duties & Responsibilities:
• Running of errands between offices and departments and outside the office as may be directed by your supervisor.
• Ensuring that the Head Office building, Boardroom/ Meeting rooms are always clean
• Ensuring that drinks/eats are provided at meetings as directed by the supervisor or manager.
• Ensuring that every floor always has drinking water clean glasses for drinking water.
• Accurately packing stationery and sending to branches during the first two weeks of the month.
• Assisting the Administration Officer to organize the stores.
• Assisting with the archives (movement/transfer of boxes)
• Ensuring that the generator is always fueled and monitoring its service due dates.
• Ensuring that the premises are opened and closed in time and all windows are opened in the morning and closed in the evening.
• Ensuring that the photocopier meter readings are got and presented to the supervisor on the first working day of every month,
• Ensuring that all head office furniture is in good working condition.
• Ensuring that sufficient stock of kitchen items are purchased by 28th of every month.
• Ensuring that morning tea is ready by 8:30am and the pantry and cups are clean.
• Assisting the Administration Officer in ensuring that all assets are engraved before they are sent to branches and to also conduct semi-annual count.
• Managing the repairing and maintenance of Head Office Assets
• Conducting asset verification exercise and compile a report for administration
• Assisting the Administration Officer to receiving documents from branches and other FINCA stakeholders delivered by courier and delivering them to addressed departments and owners in time.
• Assisting the Administration Officer to schedule pickups for courier and following up on courier deliveries.
• Assisting the Administration Officer to ensure the reception area is always neat and presentable.
• Assisting the Administration Officer to receive visitors and directing them to whoever they have come to meet.
• Assisting the Administration Officer to make calls and delivering of important documents to their intended recipients.
• Assisting the Administration Officer to make a log of all bids received and ensuring that they are dropped in the tender box that must be always locked.
• Assisting the Administration officer to do data organization and maintaining an effective filing system for all subjects in relation to the roles.

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
• Excellent Interpersonal Skills
• Good at Teamwork
• Good at time management
• Good Planning/Organizational Skills
• Ability to work well under pressure.
• Strong written and oral communication skills
• Professionalism.
• Willingness to travel and work overtime

Qualifications, Skills & Experience:
• Diploma in any business or engineering or accounting or any other related field from a recognized University/Institution. Expertise in office messenger tasks, facilities management is an additional advantage.