No Experience Executive Administrator Job Careers – British American Tobacco (BAT)

Job Title:     Executive Administrator
Organisation: British American Tobacco (BAT)
Duty Station:  Kampala, Uganda
About US:  
The British American Tobacco is the only International tobacco group
with a significant interest in tobacco leaf growing which works with thousands
of farmers internationally. BAT runs leaf programmes providing direct agronomy
support to farmer from aspects of crop production and environmental best
practice. British American Tobacco is a market leading, global organisation
with a long, established history and a bright and dynamic future. Thanks to our
people we have continued to deliver growth and exceed expectations in an
increasingly complex and challenging marketplace. 
Job Summary: The Executive
Administrator will actively contribute to BAT, Uganda Business results by
providing proactive high value Administrative and Secretarial support to the
Managing Director and staff.

Key Duties and Responsibilities:
Administrative Support:
  • Actively contribute to the End Market
    results by providing proactive high value Administrative and Secretarial
    support to the function on time in full (OTIF) and in an efficient and
    effective manner.
  • The job holder will have a critical
    interface with all other business functions. 
  • Ensure additionally drafting of regular
    correspondences to various stakeholders of the company.
Calendar Management:
  • Effective time management to achieve and
    enhance the operation and service of the organisation.
  • Handle manager’s requirements in a
    professional and confidential manner to avoid delays in any given
    task.  
  • Provide Personal Assistant Support to the
    Managing Director including event and diary management.
 Travel Management:
  • In liaison with Travel Management Company,
    co-ordinate and ensure all travel documents like immigration documents,
    air tickets, visas and renewal of passports for the functional heads are
    always up to date.
  • In-charge of organizing the transport and
    accommodation requirements for staff visiting Uganda and ensuring positive
    feedback.
Payments: Process and track payment requisitions through the
SAP and follow-up with Procurement to ensure the uninterrupted continuation of
services (business continuity) from the suppliers.
Company Fleet coordination:
  • Management of the Company fleet of
    vehicles. Coordinate the service providers to ensure higher service levels
    are achieved.
  • Coordinate staff usage of fleet vehicles
    to ensure adherence to policy, efficient use of fleet resources and time
    escalation of fleet matters.
  • Coordinate all reporting needs of fleet
Budgetary Support: Assist in the preparation and collation of
the Functional Budget.  This includes
accurate tracking of costs and expenditure with timely reports as required.
Meetings:  Organize and
manage all aspects of Conferences/events/ meetings by ensuring all logistical
aspects i.e. venue bookings, transport and accommodation are well synchronized
and within budget with no hitches and delays.
Contract Management: Ensure physical records of all contracts
are well documented and organised. 
Ensure regular updates to the business on status of contracts.
Leadership:
  • Coordinate and ensure the function is
    records management compliant as required by the company.
  • Develop the schedules and ensure all files
    are coded and correspond with the schedules; and assist the team in
    ensuring they are compliant with the schedules
Relationships
  • Enhance and maintain good communication
    with both internal staff and external customers.  Being a central administration function,
    the job holder encounters a lot of enquiries on various issues hence the
    importance of a wide knowledge of other functions and end markets to
    enable accuracy in dealing with questions to avoid negative impact on the
    organisation.
  • Effectively liaise and communicate with
    the Leadership Team and business managers
  • Promote a good working relationship with
    the Travel Agent to ensure travel for the entire organisation is well
    coordinated.
 Innovation:
  • Efficient and cost effective management of
    the office stationery
  • Close liaison with IT help desk to ensure
    systems are operating effectively at all times.
  • Pro active engagement with service
    providers i.e. security, catering and catering to ensure that tasks are
    carried out professionally and high standards are maintained and that
    there are no interruptions of service.
  • Tasked with introduction of team building
    events and activities to build and develop good working relationships
    within the team.



Qualifications, Skills and Experience:
  • The ideal applicant for the British
    American Tobacco (BAT) Executive Administrator job placement should hold a
    University degree or higher Diploma in Management
  • Strong business working communication
    skills with excellent understanding of the process
  • Proficient in English and report writing
    skills (proficient in Microsoft Office – Power Point, Excel etc.)
  • Ability to work with minimum supervision
  • Good organisational and management skills
  • Ability to work  and 
    relate with  internal
    customers and external business partners
  • Result oriented, self-driven, innovative
    and excellent planning ability
  • Ability to maintain confidentiality and
    professional discretion at all times.
  • Keen eye for details
 How to Apply:
All candidates who wish to join the British American Tobacco (BAT)
should express their interest by applying online.
Deadline: 7th January
2018
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