The Ugandan Jobline

• Provide
  accurate, appropriate and immediate responses to all requests by guests
  who come to URC – ASSIST Project ensuring complete guest satisfaction and
  usher them to respective offices as requested in a professional manner.
• The
  incumbent will operate and manage office telephone and route incoming
  phone calls to the appropriate recipients, record and deliver messages and
  other relevant documents.
• Keep
  the general reception area in neat and orderly condition.
• Receive
  and forward all incoming correspondences to the relevant offices,
  coordinate and pick up/deliver post office mail and other express mail
  services (FedEx, DHL etc).
• Maintain
  office-wide calendar of meetings and use of conference room.
• Maintain
  general cleanliness of the office and environment.
• He
  /she will be required to cater for administrative and operational
  requirements of employees.
• Update
  project staff contact list and acts as the contact person with the
  telephone contacts for service providers.
• Manage
  all repairs and ensure that all office equipment (printers, laptops, PCs,
  photocopiers, LCDs, cameras, server room equipment, ACs, water dispensers,
  fire extinguishers etc.) are in good working condition by liaising with
  the IT and other service providers to undertake periodic preventive
  maintenance.
• Keep
  copies and track all monthly payments for utilities for future reference.

• Supervise
  and manage performance of the Guard & Housekeeper to ensure desirable
  results.
• Arrange
  regular briefings, give guidance to the supervisee and conduct periodic
  appraisals.

• Manage
  office security including management and coordination with the contracted
  security firm for better operations.
• Ensure
  adequate security and safety measures are in place to minimize risks to
  staff and associated stakeholders by equipping the office with fire
  extinguishers, smoke and carbon monoxide detectors, emergency numbers of
  fires and police support, and evacuation plans.
• Manage
  the security door system.
• Follow
  the fire and safety plans and ensure that all related precautions are in
  place.
• Develop
  a security phone tree for easier management of staff security.

• Support
  in the preparation and logistical support for workshops, meetings,
  trainings and seminars as requested.
• Ensure
  safety of staff working conditions around the office and monitor refills
  of the first aid boxes for project vehicles and office first aid boxes.
• Performs
  any other duties that may be assigned from time to time by the Supervisor
  or designate.

• The
  Administrative Assistant should possess a bachelor’s degree in the
  relevant field.
• A
  minimum of two years’ experience in administration and logistics
  management.
• Be
  a person of high integrity and excellent interpersonal skills.
• Excellent
  writing & oral communication skills.
• The
  applicant should possess good phone etiquette.
• Works
  well with staff, even those that they do not directly supervise.
• Good
  client orientation and inclination to service provision.

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