ACTIVITIES
- 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
QUALIFICATIONS/EXPERIENCE REQUIRED
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.
Female candidates are, especially, encouraged to apply
