Working under the supervision of the A & FA Technician, the Administrative Assistant will perform a variety of general administrative and clerical services. The incumbent will be required to both take direction and work intuitively to support the completion of Trucks & Bus goals and objectives in a professionally and culturally appropriate manner.
MAIN RESPONSIBILITIES AND TASKS
Coordinate the organization’s administrative activities in an effective, up to date, and accurate manner.
• Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives;
• Operates office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks;
• Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate;
• Coordinates and organizes meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings;
• Completes internal and external correspondence, legal documents, form letters and other documents, and distributes them as directed;
• Prepares meeting agendas, records and distributes meeting minutes, and maintains organized files of same;
• Coordinates any required repairs to office equipment;
• Maintains adequate office supply of all department supplies used within the department;
2. Perform administrative and clerical support to the Manager in accomplishing their roles and responsibilities.
• Assists in the development and distribution of staff schedules;
• Produces forms, schedules, and correspondence as required;
• Produces and/or assists in the production of all required internal and external reports;
• Assists in the development of the department budget and ensures spending remains within acceptable variances;
• Prepares financial, expenditures and payment authorization forms, and administrative documents for authorization, such as cheque requisitions, purchase orders, etc.
3. Serve as the coordinator of the organization’s information, reporting, and communication strategies and activities.
• Develops or maintains an accurate and up to date records management system (including classifying and coding electronic and hardcopy files);
• Stores, retrieves and disseminates information for staff and clients;
• Prepares detailed presentations and reports as required by the Manager or designate;
• Ensures the safeguarding of all confidential files;
• Provides website updates to the IT department to ensure up to date department information is posted on the intranet/website;
• Creates databases and/or processes to accomplish tasks;
Other responsibilities:
• The employee may be asked to perform duties and tasks not covered in the job description as well as to provide support to other departments when necessary.
QUALIFICATIONS, EXPERIENCE AND KNOWLEDGE
• Degree or Diploma in related diploma business or related field.
• Minimum of 3 years’ experience in a similar position.
• Must possess strong organization, planning and problem solving skills;
• Must be able to communicate effectively in writing and verbally;
• Working knowledge of Microsoft Office and other relevant software.
• Must be able to work flexible hours;
COMPETENCES
• Openness and flexibility
• Initiative and pro-activeness
• Focus , reliable and integrity
• Excellent communication skills,
KEY RESULTS AREAS
• Clean offices and smooth operations.
• Well managed operations
• Up to date filing/information management system.
MAIN RESPONSIBILITIES AND TASKS
Coordinate the organization’s administrative activities in an effective, up to date, and accurate manner.
• Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives;
• Operates office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks;
• Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate;
• Coordinates and organizes meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings;
• Completes internal and external correspondence, legal documents, form letters and other documents, and distributes them as directed;
• Prepares meeting agendas, records and distributes meeting minutes, and maintains organized files of same;
• Coordinates any required repairs to office equipment;
• Maintains adequate office supply of all department supplies used within the department;
2. Perform administrative and clerical support to the Manager in accomplishing their roles and responsibilities.
• Assists in the development and distribution of staff schedules;
• Produces forms, schedules, and correspondence as required;
• Produces and/or assists in the production of all required internal and external reports;
• Assists in the development of the department budget and ensures spending remains within acceptable variances;
• Prepares financial, expenditures and payment authorization forms, and administrative documents for authorization, such as cheque requisitions, purchase orders, etc.
3. Serve as the coordinator of the organization’s information, reporting, and communication strategies and activities.
• Develops or maintains an accurate and up to date records management system (including classifying and coding electronic and hardcopy files);
• Stores, retrieves and disseminates information for staff and clients;
• Prepares detailed presentations and reports as required by the Manager or designate;
• Ensures the safeguarding of all confidential files;
• Provides website updates to the IT department to ensure up to date department information is posted on the intranet/website;
• Creates databases and/or processes to accomplish tasks;
Other responsibilities:
• The employee may be asked to perform duties and tasks not covered in the job description as well as to provide support to other departments when necessary.
QUALIFICATIONS, EXPERIENCE AND KNOWLEDGE
• Degree or Diploma in related diploma business or related field.
• Minimum of 3 years’ experience in a similar position.
• Must possess strong organization, planning and problem solving skills;
• Must be able to communicate effectively in writing and verbally;
• Working knowledge of Microsoft Office and other relevant software.
• Must be able to work flexible hours;
COMPETENCES
• Openness and flexibility
• Initiative and pro-activeness
• Focus , reliable and integrity
• Excellent communication skills,
KEY RESULTS AREAS
• Clean offices and smooth operations.
• Well managed operations
• Up to date filing/information management system.
How to apply:
To apply please send your CV and cover letter with 3 work related referees to the address or e-mail below.
E-mails that exceed 2MB will not be considered.
Email: [email protected]
Address: Plot 8 Kitante Close P.O. Box 12405 Kampala.
While we thank all applicants for your interest, only those selected for interviews will be contacted. Any form of lobbying will lead to automatic disqualification.
E-mails that exceed 2MB will not be considered.
Email: [email protected]
Address: Plot 8 Kitante Close P.O. Box 12405 Kampala.
While we thank all applicants for your interest, only those selected for interviews will be contacted. Any form of lobbying will lead to automatic disqualification.