Job
Title: Office Administrator
Title: Office Administrator
Organization: Q-Sourcing
Limited
Limited
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports
to: Head of Business Support Unit
to: Head of Business Support Unit
About
US:
US:
Q-Sourcing
Limited is a manpower management solutions firm operating in the East African
Region in the countries of Uganda, Kenya, Rwanda and South Sudan.
Limited is a manpower management solutions firm operating in the East African
Region in the countries of Uganda, Kenya, Rwanda and South Sudan.
Job
Summary: The Office Administrator will be responsible for providing
administrative support to Q-Sourcing Limited and act as the primary point of
contact of QSL in a manner that depicts and promotes the organizations image to
the outside. The job holder will also be responsible for
handling and directing visitors, mails and proving responses to telephone
inquiries.
Summary: The Office Administrator will be responsible for providing
administrative support to Q-Sourcing Limited and act as the primary point of
contact of QSL in a manner that depicts and promotes the organizations image to
the outside. The job holder will also be responsible for
handling and directing visitors, mails and proving responses to telephone
inquiries.
Key
Duties and Responsibilities:
Duties and Responsibilities:
1. Managing the office premises:
·
Manage the
upkeep of QSL offices to ensure that the standard of cleanliness and
maintenance is acceptable at all times
Manage the
upkeep of QSL offices to ensure that the standard of cleanliness and
maintenance is acceptable at all times
·
Overseeing the day to day activities of the CEO
including answering calls and handling queries.
Overseeing the day to day activities of the CEO
including answering calls and handling queries.
·
Working closely with staff and clients on behalf
of the organization.
Working closely with staff and clients on behalf
of the organization.
·
Manage the CEO’s calendar.
Manage the CEO’s calendar.
·
Manage the activity and presence of staff in the
office compound
Manage the activity and presence of staff in the
office compound
·
Ensure staff attendance register is utilized as
per the QSL guidelines
Ensure staff attendance register is utilized as
per the QSL guidelines
·
Ensuring a presentable reception area by keeping
it neat and clean.
Ensuring a presentable reception area by keeping
it neat and clean.
·
Ensuring 100% attention to the reception all the
time.
Ensuring 100% attention to the reception all the
time.
·
Working closely with the different units, ensure
that the display and notice board area is fully stocked with reading materials
and display document.
Working closely with the different units, ensure
that the display and notice board area is fully stocked with reading materials
and display document.
·
Answering phones calls by the second ring,
re-directing calls to appropriate persons, taking detailed messages for persons
called upon, including name, time of call and nature of business
Answering phones calls by the second ring,
re-directing calls to appropriate persons, taking detailed messages for persons
called upon, including name, time of call and nature of business
·
By successfully arranging appointments between
visitors and employees
By successfully arranging appointments between
visitors and employees
·
Establish and maintain excellent customer services
at the front desk.
Establish and maintain excellent customer services
at the front desk.
·
Manage and coordinate all front desk operations.
Manage and coordinate all front desk operations.
2. Human Resources:
·
Manage the Administrative support staff ensuring a
high level of performance among the team
Manage the Administrative support staff ensuring a
high level of performance among the team
·
Set the performance objectives for team with
support from the unit head.
Set the performance objectives for team with
support from the unit head.
·
Actively support and motivate the team
Actively support and motivate the team
·
Coordinate the absence of team staff to ensure all
gaps are covered and handovers completed prior to any leave
Coordinate the absence of team staff to ensure all
gaps are covered and handovers completed prior to any leave
3. General Administrative Tasks:
·
Provide administrative and general support to the
MD/CEO; including coordination of company related activities.
Provide administrative and general support to the
MD/CEO; including coordination of company related activities.
·
Managing the office supplies budget.
Managing the office supplies budget.
·
Arrange flights for board and other staff members
and external visitors as and when requested
Arrange flights for board and other staff members
and external visitors as and when requested
·
Arrange airport transfers for board and other
staff members and external visitors as and when requested
Arrange airport transfers for board and other
staff members and external visitors as and when requested
·
Manage and execute accurate and timely processing
of petty cash activities and submit the accountability to the head Business
unit as per the petty cash policy.
Manage and execute accurate and timely processing
of petty cash activities and submit the accountability to the head Business
unit as per the petty cash policy.
·
Coordinate the setup of in house meetings and
trainings (booking board room, setting up projector etc.) as well as
coordinating the office Vehicles movements
Coordinate the setup of in house meetings and
trainings (booking board room, setting up projector etc.) as well as
coordinating the office Vehicles movements
·
Coordinate the posting of all registered and
unregistered post generated from the office and distribute all incoming postal
mail to relevant staff members
Coordinate the posting of all registered and
unregistered post generated from the office and distribute all incoming postal
mail to relevant staff members
·
Act as note taker for the team meeting and ensure
the action points of these meetings are circulated to the team within 3 days of
the meeting taking place
Act as note taker for the team meeting and ensure
the action points of these meetings are circulated to the team within 3 days of
the meeting taking place
·
Responsible for the planning and organizing of the
organization’s functional meetings, providing both administrative and logistical
support to these meetings
Responsible for the planning and organizing of the
organization’s functional meetings, providing both administrative and logistical
support to these meetings
·
Prepare and control administrative budgets and
make expense report to the unit head
Prepare and control administrative budgets and
make expense report to the unit head
·
Take a lead in ensuring that all the office
equipment is functioning well and act on any repairs immediately
Take a lead in ensuring that all the office
equipment is functioning well and act on any repairs immediately
·
Responsible for the office phone bill
reconciliations
Responsible for the office phone bill
reconciliations
·
Ensure that office newspapers for the day are
available at all times
Ensure that office newspapers for the day are
available at all times
·
Perform any other duties as assigned by the Head of
Business Unit.
Perform any other duties as assigned by the Head of
Business Unit.
Qualifications,
Skills and Experience:
Skills and Experience:
·
The ideal candidate for the Office Administrator
vacancy should preferably hold a Bachelors’ degree or an equivalent.
The ideal candidate for the Office Administrator
vacancy should preferably hold a Bachelors’ degree or an equivalent.
·
At least two years’ experience in Administration
At least two years’ experience in Administration
·
Strong analytical and problem solving abilities
Strong analytical and problem solving abilities
·
Result driven
Result driven
·
High degree of innovation
High degree of innovation
·
Excellence
Excellence
·
Team focused
Team focused
·
High business acumen
High business acumen
·
Diversity
Diversity
·
High degree of integrity
High degree of integrity
·
Embraces change
Embraces change
·
Exceptional organizational skills.
Exceptional organizational skills.
·
Excellent communication skills.
Excellent communication skills.
·
Good problem solver and works well under pressure.
Good problem solver and works well under pressure.
How
to Apply:
to Apply:
All suitably
qualified and interested are encouraged to send their cover letters and updated
CVs including three referees (send as one document) to our e-mail to:
[email protected]
qualified and interested are encouraged to send their cover letters and updated
CVs including three referees (send as one document) to our e-mail to:
[email protected]
Address all
your applications to:
your applications to:
Human
Resources Office,
Resources Office,
Q-Sourcing
Limited (U),
Limited (U),
Plot 14/16
Semawata Road, Ntinda
Semawata Road, Ntinda
P.O. Box
12883, Ntinda, Kampala, Uganda
12883, Ntinda, Kampala, Uganda
Note:
·
Kindly mark your application as “Application
_ your name _Office Administrator” in the subject line of your email.
Kindly mark your application as “Application
_ your name _Office Administrator” in the subject line of your email.
·
Only shortlisted applicants will be contacted.
Only shortlisted applicants will be contacted.
Deadline:
15th January 2016
15th January 2016
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