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Job Title:  Administration Assistant

Organisation: Southgate Industries

Duty Station: Kampala, Uganda

About Organisation:

Southgate Industries is a leading fruit processing company, located in Kampala Industrial & Business Park (KIBP Namanve). We process pineapples, mangoes, and bananas into puree, concentrate, and other value-added products.

Job Summary: The Administration Assistant is responsible for providing administrative support to ensure the smooth operation of the office. Duties include managing correspondence, coordinating meetings, maintaining office supplies, and handling clerical tasks such as filing and record-keeping.

Key Duties and Responsibilities:

The administrative Assistant oversees:

• Office Coordination and Management
• Clerical and Document Management
• Administrative Support
• Event Coordination.
• Front Desk and Reception Duties

Duty/Responsibility

• Manage office supplies, including ordering and inventory management to ensure the office is well-stocked.
• Organize and schedule meetings, appointments, and travel arrangements for staff.
• Maintain accurate filing systems, ensuring that documents are organized and easily accessible.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Assist the HR & Admin Officer with administrative tasks such as preparing reports and correspondence.
• Coordinate internal communications and ensure information is properly disseminated among staff.
• Assist in organizing company events, meetings, and training sessions by coordinating venues, supplies, and communication.
• Ensure all logistics for meetings and events are in place, including room setup and equipment arrangements.
• Act as the first point of contact for visitors, ensuring a positive and professional company image.
• Manage incoming calls and direct them to the appropriate departments.
• Support the HR & Admin Officer in ensuring the workplace complies with health and safety regulations.
• Monitor cleanliness and maintenance of the office environment.

Qualifications, Skills and Experience:

• Experience in an administrative role – At least 2 years of experience in office administration, preferably in a manufacturing or food processing environment.
• Computer Proficiency – Strong skills in using office software like Microsoft Office Suite (Word, Excel, PowerPoint), email management, and database systems.
• Knowledge of Record Keeping and Filing Systems – Familiarity with maintaining organized records, both physically and digitally.

Educational Requirements:

• Diploma or Degree in Business Administration, Office Management, Secretarial Studies, or a related field
• Organizational Skills
• Communication Skills.
• Attention to Detail.
• Time Management
• Teamwork and Interpersonal Skills
• Problem-Solving Abilities
• Customer Service Orientation.
• Event and Travel Coordination.
• Confidentiality.

How to Apply:

Send your CV and relevant documents to: recruitment@southgateindustries.com

Deadline: 31st October 2024

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