Administrative Assistant Job Opportunities – Mobikey

Job Title:     Administrative Assistant
Organization: Mobikey
Duty Station: Kampala,
Uganda
About Us:
Mobikey is the official importer for the Ugandan market of MAN Truck
& Bus AG, one of the leading international suppliers of commercial vehicles
and transport solutions. We offer new and used trucks and buses, full service
support and MAN genuine spare parts. MAN vehicles are characterized by a high
degree of craftsmanship, emphasized cost-effectiveness, reliability and
durability in the toughest operating conditions. Our goal is that besides
reliable and efficient vehicles, high standards of business and staff
competence ultimately results in even better service for all users of MAN
vehicles.
Job Summary: The
Administrative Assistant will perform a variety of general administrative and
clerical services. The incumbent will be required to both take direction and
work intuitively to support the completion of Trucks & Bus goals and
objectives in a professionally and culturally appropriate manner.
Key Duties and Responsibilities:
Coordinate the organization’s administrative activities in an
effective, up to date, and accurate manner:
  • Works cooperatively with all team members
    to support the achievement of work plan activities designed to achieve
    identified goals and objectives;
  • Operates office equipment such as
    computers, fax machines, photocopiers, voice mail messaging systems and
    computer scanning equipment to complete department tasks;
  • Performs clerical functions such as
    preparing correspondence, receiving visitors, arranging conference calls,
    and scheduling meetings for the Manager or designate;
  • Coordinates and organizes meetings and
    conferences including meeting venue bookings, catering requirements, sets
    up the room with audio-visual equipment and flip charts and tends to other
    requirements of department meetings;
  • Completes internal and external
    correspondence, legal documents, form letters and other documents, and
    distributes them as directed;
  • Prepares meeting agendas, records and
    distributes meeting minutes, and maintains organized files of same;
  • Coordinates any required repairs to office
    equipment;
  • Maintains adequate office supply of all
    department supplies used within the department;
Perform administrative and clerical support to the Manager in
accomplishing their roles and responsibilities.
  • Assists in the development and
    distribution of staff schedules;
  • Produces forms, schedules, and
    correspondence as required;
  • Produces and/or assists in the production
    of all required internal and external reports;
  • Assists in the development of the
    department budget and ensures spending remains within acceptable
    variances;
  • Prepares financial, expenditures and
    payment authorization forms, and administrative documents for
    authorization, such as cheque requisitions, purchase orders, etc.
Serve as the coordinator of the organization’s information, reporting,
and communication strategies and activities.
  • Develops or maintains an accurate and up
    to date records management system (including classifying and coding
    electronic and hardcopy files);
  • Stores, retrieves and disseminates
    information for staff and clients;
  • Prepares detailed presentations and
    reports as required by the Manager or designate;
  • Ensures the safeguarding of all
    confidential files;
  • Provides website updates to the IT
    department to ensure up to date department information is posted on the
    intranet/website;
  • Creates databases and/or processes to
    accomplish tasks;
Other responsibilities: The employee may be asked to perform
duties and tasks not covered in the job description as well as to provide
support to other departments when necessary.
Key Results Areas
  • Clean offices and smooth operations.
  • Well managed operations
  • Up to date filing/information management
    system.



Qualifications, Skills and
Experience: 
  • The applicant for the Administrative Assistant
    job placement must hold a Bachelor’s Degree or Diploma in related diploma
    business or related field.
  • At least three years’ experience in a
    similar position.
  • Excellent organizational, planning and
    problem solving skills;
  • Ability to communicate effectively in
    writing and verbally;
  • Working knowledge of Microsoft Office and
    other relevant software.
  • Must be able to work flexible hours;
Personal Competences:
  • Openness and flexibility
  • Initiative and pro-activeness
  • Focus , reliable and integrity
  • Excellent communication skills,
How to Apply:
All suitably qualified and interested candidates should send their
updated CVs and cover letters with three professional referees to the address via
Email to: application@ppg.co.ug.
Address to:
Plot 8 Kitante Close,
P.O. Box 12405 Kampala.
NB: E-mails that exceed
2MB will not be considered. While we thank all applicants for your interest,
only those selected for interviews will be contacted. Any form of lobbying will
lead to automatic disqualification.
Deadline: 22nd
December 2017 by 5:00pm

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