The Ugandan Jobline

Job Title:    Associate, Administrative
Services

Organisation: Aikan
HR Consultants

Duty Station: Kampala,
Uganda

Reports to: Regional Chief Operating Officer, East Africa

About US:

Aikan HR Consultants
is one of Uganda’s leading HR consulting companies and trusted strategic HR
advisory partner, aikan’s services include aikan Jobs™, aikan Recruitment™,
aikan Internship™, aikan Leasing™, aikan Payroll™ and aikan OD.™  
Our Client is an International Bank whose 
purpose core business is of financing, promoting and expanding
intra-African and extra-African trade.

Job Summary:  The Associate, Administrative Services will help
the Bank to achieve its mission of “stimulating 
a consistent expansion of and diversification of African trade so as to
rapidly increase Africa’s share of global trade.

Key Duties and Responsibilities:  

·       
Oversees
Reception/Switchboard staff

·       
Oversees
Kitchen staff

·       
Oversees
Office Messengers staff

·       
Duties
and responsibilities

·       
Reception/Switchboard
management – Oversee the management of the Bank’s reception (front desk) and
switchboard/operators telephone console to ensure a professional picture of the
Bank is portrayed.

·       
Mail/courier
management – Implement a branch-wide professional and efficient mail, courier
and faxes management system ensuring timely mail collection, inspection,
logging, dispatch and tracking. Manage service provider relations

·       
Human
Resources Administration – Support the Head of Branch and the Director, HR at
HQ in ensuring that HR policies and procedures as laid out in the staff manual
are followed by all staff and prepare HR reports to be used for tracking
progress on Staff related issues

·       
Physical
Assets Management – Implement a branch-wide physical asset tracking and
management system in accordance with the Bank’s policies and procedures.

·       
Stores/inventory
management – Implement a branch-wide and centralized stores management system
for the Bank’s supplies, consumables, stationary and other goods in accordance
with the Bank’s policies and procedures

·       
Reprographic
management – Oversee the branch’s printing activities including printing of the
Bank’s letterhead, business cards, envelopes, banners and other corporate
material etc.

·       
Procurement
management – Implement a branch-wide goods, services and works procurement
management system in accordance with the Bank’s policies and procedures.

·       
Meeting
rooms – Implement a professional meeting room reservation and management
system.

·       
Kitchen
management – Implement a professional kitchen management system. Oversee kitchen
attendants. Ensure adequate kitchen supplies and equipment at all times.

·       
Administrative
expenses and advances – Implement an invoice tracking and management system for
the branch’s administrative and capital expenses.

·       
Petty
cash management – Oversee the management of the branch’s petty cash floats.

·       
Protocol
– In liaison with the relevant department, coordinate the logistics and
protocol arrangements required for all the Branch events

·       
Insurance
– Put in place and maintain adequate insurance cover to protect the branch
against all sorts of operating risks including; public liability, motorvehicle,
fire, all risks etc.

·       
Records
– Implement a standardized filing, indexing, archiving and document management
system for both hard copies and electronic records in accordance with the
Bank’s records management policies and procedures.

Qualifications, Skills and Experience:

·       
The
applicant must hold a Bachelor’s Degree or equivalent qualification and
experience 

·       
A
minimum of 5 years working experience in a similar role

·       
Ability
to communicate and function in a culturally diverse and change-oriented setting

·       
Innovativeness,
resourcefulness and ability to learn quickly

·       
Strong
problem-solving skills

·       
Excellent
written and oral communication skills in English.

·       
Excellent
computer skills in MS Microsoft Suite.

·       
Excellent
Time keeping skills and ability to work extra hours as may be required.

·       
Excellent
customer service skills and willingness to devote extra time to work where
required.

·       
Ability
to work under minimum supervision and to multi-task.

·       
High
level of integrity and confidentiality.

·       
Report
writing skills

How to Apply:

​All suitably qualified
candidates should send their applications by clicking on this link.
Please upload the following in your application; an updated CV / resume (PDF or
Word Format) which should include your contact information and three work
related references and a one page statement describing your suitability for the
role should be included.

Deadline: 14^th February 2020

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