Uganda Business Administration

Duty Description

Reception

• Maintains an attractive, pleasant and neat front desk area.
• Receive, monitor and attend to visitors whilst they await appointments.
• Receives and assists visitors to the office courteously, answering queries and providing information while being as prudent as possible.
• Receive documents and messages, which may be delivered to the office and ensuring that these are registered and dispatched / distributed to the respective addressee/staff members.
• Organises the office notice board regularly displaying important and useful information for the attention of members of staff and visitors.
• Bookings of the boardrooms for daily meetings.
• Maintain and update all staff contact lists.

Telephone communication

• Receive all incoming calls; direct them to the relevant offices, make outgoing calls as and when required. Screening telephone calls, enquiries, and requests and handling them as appropriate.
• Daily opening of official email, responding to and forwarding emails accordingly for timely service delivery.
• Maintains a directory of useful telephone numbers.

Manage Flight, Travels  and Accommodation Bookings

• Arranges timely flight and Liaise with the hotels for staff accommodation bookings.
• Arrange for airport pickups for staff and guests.
• Coordinates all visitor schedules within Kampala.
• Communicates weekly updates for staff/guests on international travels.

General Office Support

• Coordinates the movement of parcels with courier agents.
• Manages the office supplies store; ensuring that there are adequate stocks, arrange replenishment on a timely manner and produce a monthly stock report for review by the Administration Officer.

Required Qualifications

Qualifications and Skills

• The applicant for the Oxfam Administration Assistant must hold a Degree in Office and Information Management/Science and another relevant educational background.
• Must be proficient in the English Language, both spoken and written.
• Good communication and interpersonal skills essential.
• Customer and results orientation
• Planning and organization skills
• Computer literacy, conversant with Ms Word and Ms Excel packages.
• Numeracy skills
• Pleasant and courteous personality
• Efficient and cooperative
• Possesses initiative and able to work with minimum supervision
• Ability to work under pressure
• Flexibility
• Experience in a similar position in a busy office

How to Apply:

All suitably qualified and interested candidates should CLICK HERE send their applications online.