No Experience Office Administrator Jobs – AECOM

Job Title:    Office Administrator
Organization: AECOM
Duty Station: Kampala,
About US:
AECOM is a premier,
fully integrated professional and technical services firm positioned to design,
build, finance and operate infrastructure assets around the world for public-
and private-sector clients. With nearly 100,000 employees — including
architects, engineers, designers, planners, scientists and management and
construction services professionals — serving clients in over 150 countries around
the world, AECOM is ranked as the #1 engineering design firm by revenue in
Engineering News-Record magazine’s annual industry rankings, and has been
recognized by Fortune magazine as a World’s Most Admired Company. The firm is a
leader in all of the key markets that it serves, including transportation,
facilities, environmental, energy, oil and gas, water, high-rise buildings and
government. AECOM provides a blend of global reach, local knowledge, innovation
and technical excellence in delivering customized and creative solutions that
meet the needs of clients’ projects. A Fortune 500 firm, AECOM companies,
including URS Corporation and Hunt Construction Group, have annual revenue of
approximately $19 billion.
Job Summary:  The Office Administrator will ensure the
efficient day-to-day operation of the office, and support the work of
management and other staff
Key Duties and Responsibilities: 
 Office administration:
  • Information to information Centre.
  • Update/maintain Lists of Approved Sub-Consultants.
  • Keep and maintain clear and concise Records for Auditing.
  • Client Satisfaction Surveys.
  • Maintain IMS Audit Register and coordinate responses to
    non-conformance with IMS team.
  • Maintain List of Responsible staff for Project.
  • Register of Sub-Consultants with FP&A.
  • Arrange for Collection of Tender Documents.
  • Tender Documentation Compilation and liaise with Strategy and Growth
    to ensure that the latest version of all company documentation used is for
    tender purposes.
  • Petty cash for purchase of tender documents.
  • Sales force capturing/maintenance.
  • Maintain Tender Bid Register.
  • All Travel and accommodation Arrangements.
  • Ordering of Flowers / Snack Baskets.
  • Updating of BU Staff Register.
  • Ensure that BU CV’s are updated every 6 months (January and July)
    and that these are placed on the server and available to Strategy and
    GROWTH for use in tenders.
  • Relevant information to new starters.
  • Monitor and record keeping of leave.
  • Workflow Changes in Oracle.
  • Ensure that all Timecards are entered timeously before the weekly deadline.
  • Maintain and update Information in electronic Library.
  • Assist with completion of IT request Forms.
  • Manage information on BU drive on the server (e.g. correct use of
    sub-folders, maintain tender folders etc.).
  • Paper filling where applicable.
  • Binding/Copying Documents.
  • Messenger Delivery/Collection Notes.
  • Order Stationery and Check for accuracy of the order when delivered.
  • Monitor the usage of stationery.
  • Arrange for Courier where applicable.
  • Assist with completing and submitting training applications.
  • Ensure that vendors for external training and other services are
    registered with FP&A.
  • Follow up on payments to vendors for external training.
  • Maintain training register and submit periodically to HR.
  • Assist with financial management:
  • Assist with financial reports as required.
  • Submit to F&A & Follow-up on Payment of Invoices.
  • Timecard Management and month end duties as required.
Provide Office
  • With the Business Units/PMs, prepare meeting agendas and supporting
    material for distribution.
  • Ensure the timely distribution of material to the attendees.
  • Booking of meeting rooms and providing refreshments /catering where
  • Arrange venue and catering for marketing and other BU functions
    where applicable.
  • Support the BU with meeting, travel and other arrangements.
  • Draft minutes of BU meetings for review by the BU Leader or any of
    the PMs as required.
  • Create action list for management staff from board meetings.
  • Maintain Birthday Calendar of all resources in the BU and update BU
    Leader daily.

Qualifications, Skills and Experience: 
  • The applicant for the Office Administrator job must hold a Degree.
  • Proficiency in the use of computer programs
  • MS Office (MS Word, Excel, Power Point, Outlook etc.).
  • Oracle.
  • E-mail – Outlook.
  • Internet.
  • Proficiency in the use of office equipment:
  • Computer.
  • Voice messaging systems.
  • Photo copier.
  • Proficiency in office management 
  • Prior logistics and coordination
How to Apply:
All suitably
qualified and interested candidates who wish to join AECOM are encouraged to apply
online by clicking on the web link below.
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