Reports to: HR Officer
Division: Corporate Services
Department: HR
Grade: M1
JOB OVERVIEW: The Administrative Assistant provides high-level administrative support to the HR officer and other team members. This role involves managing the daily office tasks to ensure smooth and efficient operations. The Administrative Assistant handles a variety of administrative duties and provides support in various office functions to help maintain an organized and professional environment.
KEY DUTIES
- Manage and organize office operations and procedures to ensure organizational effectiveness and efficiency.
- Handle incoming calls, emails, and correspondence, and route them appropriately.
- Schedule and coordinate meetings, appointments, and travel arrangements for team members.
- Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
- Maintain office supplies inventory by checking stock and ordering new supplies as necessary.
- Develop and maintain a filing system, both physical and electronic.
- Assist in the preparation of regularly scheduled reports and presentations.
- Liaise with executives to handle requests and queries from senior managers.
- Perform general office duties, such as photocopying, scanning, and filing.
- Coordinate office maintenance and repairs with external vendors and service providers.
- Ensure office equipment is properly maintained and serviced.
- Organize and attend meetings and take accurate minutes of discussions.
- Implement and maintain office policies and procedures.
- Prepare and process invoices, expense reports, and other financial documents.
- Coordinate and manage internal and external events, including meetings, conferences, and training sessions.
- Handle travel arrangements and itineraries for staff members.
- Manage the office’s mail and courier services.
- Assist with document management and record-keeping for various departments.
- Support marketing and communication efforts by helping with the preparation of promotional materials and managing social media accounts.
- Maintain and update the company’s contact database.
- Assist in data entry and database management.
- Provide administrative support to special projects as needed.
- Perform other related duties as assigned.
REQUIRED TECHNICAL SKILLS, TRAINING & EXPERIENCE
- Diploma in Business Administration, Office Management, or related field.
- 2 Years experience as an Administrative Assistant or Office Admin Assistant.
- Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint).
- Excellent time management skills and ability to prioritize work.
- Strong organizational skills with the ability to multi-task.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and professional demeanour.
- Ability to work independently and as part of a team.
- Knowledge of office management systems and procedures.
Job Location: Kampala
