Job Title: Office Administrator /PA
Work Location: Kampala, Bugolobi JFZ Place Ground floor Block C
Reports to: CEO
An office administrator is primarily responsible for maintaining office services by organizing office operations and procedures, keeping meetings on track with communication between participants so no one is left out.They welcome visitors, answer company phones and emails and will act as a PA to the Executive.
Essential Duties and Responsibilities
Acting as a first point of contact for callers and visitors, dealing with emails and phone calls by responding,passing on messages or highlighting them for the manager’s attention.
Coordinate office activities and operations to secure efficiency and compliance to company policies.
Managing diaries and organizing meetings and appointments of the executive.
Overseeing training programs.
Deal with staff welfare and administration-centered activities.
Assisting in talent acquisition and recruitment processes.
Provide support to employees in various HR-related topics such as leaves, absence, compensation and resolve any issues that may arise.
Enforce HR policies and procedures
Organizing travel and itineraries for staff
Organizing events and conferences (Overseeing social events)
Liaising with staff, suppliers and clients
Assisting with a variety of administrative tasks including office operations and procedures, filing systems, reviewing and approving supply requisitions, and clerical functions.
Taking notes and writing minutes during meetings
Assisting colleagues with administrative tasks.
Scheduling appointments of the CEO while maintaining his calendars
Reminding the executive of important tasks and deadlines.
Maintains and procures office supplies and inventory
To conducting clerical/administrative tasks within the Procurement space
Research potential vendors
support the team with any quotation/tender activities.
Evaluate offers from vendors and negotiate better prices
Monitoring stock levels and identifying purchasing needs
Conduct market research to identify pricing trends
Follow up with suppliers, as needed, to confirm or change orders
Miscellaneous tasks to support colleagues
Education or Work Experience Requirements:
BSc/BA in office administration or relevant field is preferred
3-5 years’ experience required
Excellent knowledge of MS Office and office management software
Proven experience as an office administrator, Personal Assistant or relevant role
Outstanding communication and interpersonal abilities
Good time management skills
If you meet the required qualifications, submit your CV to firstname.lastname@example.org and make sure you copy email@example.com in the email with the subject Application for Office Administratior.
Deadline for submission is 23rd July 2023.