More than 100,000 people have found their dream job through Fuzu.

Administrative Officer

Closing: Aug 16, 2022

3 days remaining

Published: Aug 4, 2022 (9 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

Sign up to view job details.

REQUIREMENTS
  • A minimum of a Bachelor’s Degree plus relevant certifications in Front / Office Administration or Management
  • At least three years (3) proven full time work experience as a Receptionist, Front Office Representative or similar role, in a large and busy agency/office.
  • Proficiency in Microsoft Office Suite required.
  • Hands-on experience in handling and using office equipment (e.g. Landline, Fax Machine, Scanner and printers)
  • Professional attitude and appearance, and ability to multitask
  • Ability to adapt and handle emergency situations in a timely, calm and effective manner
  • A pleasant personality, with customer service orientation and attitude
  • Solid written and verbal communication skills required.

Behavioral competences:   

  • Front desk management
  • Customer care
  • Records keeping skills
  • Excellent communication skills including excellent writing skills
  • Proficiency in major software programs such as Word, Outlook and Excel
  • Good interpersonal skills
  • Ability to work in a team
  • Strong analytical, written and verbal skills
  • High level of integrity, accountability and personal ethic
  • Good interpersonal skills; ability and inclination to work in/with teams
  • High level of self-drive, discipline and desire to achieve
  • A go getter requiring minimal supervision to work towards results. Honest


Responsibilities
REQUIREMENTS
  • A minimum of a Bachelor’s Degree plus relevant certifications in Front / Office Administration or Management
  • At least three years (3) proven full time work experience as a Receptionist, Front Office Representative or similar role, in a large and busy agency/office.
  • Proficiency in Microsoft Office Suite required.
  • Hands-on experience in handling and using office equipment (e.g. Landline, Fax Machine, Scanner and printers)
  • Professional attitude and appearance, and ability to multitask
  • Ability to adapt and handle emergency situations in a timely, calm and effective manner
  • A pleasant personality, with customer service orientation and attitude
  • Solid written and verbal communication skills required.

Behavioral competences:   

  • Front desk management
  • Customer care
  • Records keeping skills
  • Excellent communication skills including excellent writing skills
  • Proficiency in major software programs such as Word, Outlook and Excel
  • Good interpersonal skills
  • Ability to work in a team
  • Strong analytical, written and verbal skills
  • High level of integrity, accountability and personal ethic
  • Good interpersonal skills; ability and inclination to work in/with teams
  • High level of self-drive, discipline and desire to achieve
  • A go getter requiring minimal supervision to work towards results. Honest


Reception Roles

  • Manage the reception of visitors to the Country Office.
  • Greet, welcome, guide and direct office guests appropriately and handle, answer, screen and forward incoming calls.
  • To take care of the reception area and ensure that it has good ambiance on a daily basis by ensuring that it is tidy and presentable.
  • Provide or channel appropriately basic and accurate information in-person and via phone/email to inquiries
  • Receive, record, sort and distribute all office correspondences (mail/deliveries and courier) on a daily basis.
  • Ensure front office safety and security, following laid down office safety and access procedures. .
  • Assist staff in photocopying, scanning and printing of office documents.
  • Receive, record and file all of official correspondences.

Administration

  • Record all office supplies’ movements in and out of stores, ensuring the stock cards are kept up-to-date.
  • Compile quarterly needs for office supplies and submit to Logistics Manager for onward approval and procurement.
  • Produce monthly stock utilization report for office supplies for submission to Logistics Manager.
  • Maintain and update an inventory with all expatriates at their different remises and handle their needs.
  • Ensure that ALIGHT Kampala main Office is well maintained and all repairs are done in a timely manner.
  • Working closely with procurement unit, ensure general office comfort items, garden / compound and sanitary supplies and materials are acquired timely, stocked and available for use by cleaners, cooks and gardeners.
  • Support in booking accommodation for all national staff to Kampala and liaise with field office operations teams to arrange accommodation for field travels.
  • Ensure payments for all invoices for accommodation, with supporting Travel Authorization Forms and email authorizations of staff travels are forwarded to finance department for prompt settlement.
  • Manage, maintain and update the records and renewal process of NGO operating permits with NGO Bureau and certificate of registration with UBRA to ensure validity and compliance status at all times.
  • Support in processing Immigration Instruments including visa applications for international staff as and when required.
  • Process applications for work permits and dependents pass for international staff.
  • Process e-tickets for international travels and coordinate in country reservations for international staff.
  • Working closely with supervisor, ensure that ALIGHT staff, consultants or such relevant visitors to Uganda are confirmed for accommodation, airport transfers, in-country travel schedules, meeting schedules, and such related.
  • Make and confirm bookings for conferences, workshops and accommodations in Kampala and Entebbe for staff and process the necessary documentations (participant’s lists, PRF, Invoices and payment vouchers).
  • Process payment for suppliers (hotels), local air travels, ticketing services and share proofs of payments with service providers.
  • Monitor and track utility (water and electricity), CUG, phone bills and rent and ensure that the bills are paid in a timely manner.
  • Work hand in hand with the HR department to process staff IDs in a timely manner.    
  • Plan, organize and provide support in the preparation of events, meetings, workshops and conferences within and outside ALIGHT.
  • Supervise, evaluate and develop the performance of the Cleaner through providing constructive feedback, coaching and mentoring in line with the Human Resource Manual.
  • Support in the coordination of interpretation services for IOM / including payments and Invoicing in collaboration with Head of Programs and Finance team.
  • Support in the interpretation services for Sweden Embassy / including payments and Invoicing in collaboration with Head of Programs and Finance team.
  • Ensure safe and cost effective staff accommodation as per policy to field staffs.
  • Handling all necessary arrangements for Alight staff and other associates visiting Uganda with welcome services, travel arrangements and with needed work setting in the office other external premises.
  • Manage office supplies, ensuring responsible utilization and accountability.
  • Ensure International in-bound and out-bound travels are well coordinated and supported with vehicles, security briefs and travel logistics notes prior to departures.
  • Plan, organize and provide support in the preparation of events, meetings, workshops and conferences within and outside Alight.


Applications submitted via Fuzu have 32% higher chance of getting shortlisted.

Don’t miss your chance to work at Alight Ug. Enter your email to start your application now