Fresher Administrative/ Programmes Assistant Job Careers – Africa Institute of Management (AIM)

Organisation: Africa
Institute of Management (AIM)
Duty Station: Kampala,
Uganda
Reports to: Country
Operations Manager (COM
About US:
Africa Institute of
Management (AIM) provides leadership and management growth to firms and
professionals in both the public and private sectors through consulting
services, training, research and professional documentation. Our international
and national clients, research partners and participants include a spectrum of
firms and individuals in both the public and private sectors with a passion to
build the capacity in management skills as they achieve their organisational
strategic goals. AIM’s consulting services help our clients work through the
unique challenges facing firms and individuals in the private and public
sectors. Training through AIM’s tailor made programs, customized in-firm
programs, and our affiliated organizations, is designed to help our clients
improve their management, leadership and interpersonal skills. Continuous
research in the areas of management and leadership provides AIM with a
framework for both understanding our clients, and developing the skills, tools,
and information that they need.   
Job Summary: The
Administrative/ Programmes Assistant will take the responsibility of providing
a range of administrative, logistical assistance and programmes support to the
Institute. The Administrative/Programme Assistant performs professional work
coordinating and implementing training Programmes and other services of the
institute, which include but not limited to research and development, and
consultancies, and identifying business opportunities for the institute in the
same.   
Key Duties and Responsibilities:  
  
Reception Management: 
·        
Answer
all telephone calls in a polite, pleasant helpful manner and take accurate
messages.
·        
Receive
visitors and answer general public inquiries in a knowledgeable and
professional manner. 
·        
Assist
with office correspondence, receiving and dispatching mail. 
·        
The
incumbent provides appropriate AIM information materials to visitors. 
·        
Ensure
that the visitors’ book is signed by both current and prospective
visitors. 
Administration and Finance: 
·        
Ensure
that the Office premises are in good conditions and maintained clean all the
time, including the constant monitoring of the physical working
environment. 
·        
Handle
general correspondence including drafting, typing, and dispatching and
receiving mail.   Receive, date, stamp
and log in all in-coming communications. 
·        
Take
minutes of staff meetings and any other meetings as and when requested. 
·        
Manage
the office operations including planning, procuring and maintaining inventory
of office supplies as well as maintaining inventory of office assets. 
·        
Prepare
weekly and monthly reports to the Executive Director.
·        
Prepare
travel advances and travel expense reports, as needed.  
·        
Briefs
staff on general administrative matters relating to visas, licences, security;
provides advice and ensures administrative support as required.  
·        
Offers
support in processing and preparation of requisition of equipment and services
for the Office.  
·        
Prepares,
on own initiative, correspondence, reports, evaluations and justifications, as
required, on general administrative or specialized tasks which may be of a
confidential nature within the assigned area of responsibility.  
·        
In
addition to general administration responsibilities, coordinate activities
related to office maintenance, security, transport and similar services.   
Programmes Administration:
·        
Regularly
update and assure accuracy of files for both running and completed
programmes.  Arrange and coordinate
appointments, conferences, symposiums, and special events.
·        
Support
technical staff in preparing/formatting reports and proposals (including
expressions of interest) as needed. 
·        
Ensure
accurate and timely payments to trainers and suppliers. 
·        
Taking
charge of the welfare of the participants and/or clients while on any programme
or task with the Institute; 
·        
Prepare
participants’ operating budgets and submit to COM before disbursement of the
funds; Perform periodic “Customer/Client Service Checks” after or during the
trainings to track training impact; 
·        
In
charge of promoting a customer oriented focus and advocating customer intimate
client relationships. 
·        
Manage
online and physical registrations for clients;  
·        
Receive
applications and prepare admissions for the participants; 
·        
Ensuring
that the training hand book for a given financial year is available and updated
for any changes that might arise; 
·        
Track
training progress and follows up with participants to keep them on track,
ensure completion of the programme in a timely productive manner; 
·        
Develop
and maintain a library of text books, magazines, journals, newspapers, and
audiovisual materials; 
·        
Work
out the training calendar for the whole financial year based on trainer’s
availability, venues and course requirements;  
Personnel and Human
Resources Management:
 
·        
Provide
clarifications to the staff members on their eligibility for benefits and
entitlements within their respective condition of employment.  
·        
Verify
Staff Personnel data that are entered in the AIM Human Resources database.
·        
Take
required corrective measures in the event erroneous data are found.
·        
Upon
verification and analysis of data, take appropriate action.  
·        
Maintain
effective and cordial working relationship with AIM staff members and other
counterparts within the organization as well as outside in order to ensure
expedition of required action(s) observing discretion, due confidentiality and
courtesy in all his/her dealings with staff members and the counterparts.  
·        
Control
and manage the Personnel records and monitor the personnel related correspondence
with a view to ensure accurate and timely responses are given at all the
time.  
·        
Briefs
staff on general administrative matters relating to visas, licences, security;
provides advice and ensures administrative support as required.  
·        
Stay
abreast of policy developments and application of administrative procedures on
Personnel/Human Resources issues so that appropriate responses can be given to
various queries by the staff member. 
·        
Maintains
the leave and absence records of all the staff members. 
Qualifications, Skills and Experience: 
·        
The
ideal candidate must hold a University degree in Management or Business
Administration or other related field;    
·        
Proficiency
in Microsoft applications, including Word, Excel and Power Point;  
·        
Ability
to use modern ICT equipment: time checker machine, telephone exchange, scanner
and fax;  
·        
Previous
experience/knowledge of managing petty cash and undertaking petty cash
reconciliations;  
·        
Excellent
interpersonal skills and experience in dealing with people/clients.    
·        
Excellent
communication skills 
·        
Ability
to work under minimum or no supervision
·        
Ability
to meet deadlines. 
·        
Ability
to work with an own initiative and self-decisiveness. 
·        
Broad
knowledge and understanding of the Human Resource Practices, Employment Act,
and Uganda Labour Laws. 
·        
Fluency
in written and spoken English;  
  
How to Apply:
All suitably qualified and
interested applicants should send the following:
·        
A  motivation letter, detailed Curriculum Vitae
(CV) with names, addresses and working telephone contacts of three (3)
professional referees, of which ONE should be academic, Copies of academic
transcripts (certified), degree certificates (certified), passport/voter’s
card/valid driving permit, and latest Passport Photograph. 
·        
Two
letters of reference from professional referees and a letter from the LC1
Chairperson of where you live. 
The applications should be marked
with the position and career announcement number and submitted to the following
address:  The Country Operations Manager,   Africa Institute of Management, Plot 29
Stretcher Road (Ntinda)  P.O. Box, 24562,
Kampala, Uganda Or emailed to: info@afriaim.org  
Deadline: 16th December 2016
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