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Job Title:  Administrative Assistant      

Organisation: Human Capital Business Solutions

Duty Station: Jinja, Uganda

About the Company:

Human Capital Business Solutions is a boutique human resources consultancy that specializes in strategic HR consulting, Talent Acquisition & Management and HR Outsourcing services.

On behalf of our client in the manufacturing sector, we are looking for a competent and experienced Administrative Assistant to be based in Jinja, Uganda.

Reports To: The General Manager

Duty Station:  Kampala, Uganda

Job Summary:  This role involves providing essential support to the team by managing day-to-day administrative tasks and ensuring smooth office operations. This role involves handling scheduling, communication, documentation, and general office coordination. The role requires an organized, detail-oriented, and skilled in multitasking person, with the ability to manage various administrative duties efficiently.

Key Duties and Responsibilities:

• Arrange meetings, appointments, and events for team members.
• Coordinate travel arrangements, including flights, accommodations, and transportation.
• Send reminders and help manage scheduling conflicts.
• Handle incoming and outgoing communications, such as emails, phone calls, and messages.
• Draft, proofread, and format letters, memos, and other documents.
• Act as a liaison between departments, team members, and clients or external contacts.
• Organize, maintain, and update files, records, and databases (both electronic and paper).
• Prepare reports, presentations, and spreadsheets as requested.
• Ensure proper documentation and archiving of important records and communications.
• Track and manage office supplies, placing orders when necessary.
• Maintain an organized and efficient office space, ensuring supplies are available.
• Accurately input and update data in relevant systems or databases.
• Maintain and retrieve information as needed, ensuring data accuracy and security.
• Manage and track expenses for office supplies, travel, and departmental budgets.
• Assist with expense reporting, processing invoices, and handling reimbursements.
• Set up meeting rooms, including audio/visual equipment, seating arrangements, and refreshments.
• Prepare materials for meetings, including agendas, documents, and presentations.
• Take meeting minutes and distribute them as necessary.
• Greet visitors, answer inquiries, and direct them to the appropriate person or department.
• Provide basic information to clients and customers, ensuring a professional and friendly experience.
• Provide administrative support for specific projects, such as gathering information, organizing data, or assisting in project coordination.
• Assist team members with administrative tasks to improve overall productivity.
• Ensure all actions comply with company policies and procedures.
• Maintain confidentiality and professionalism in handling sensitive information.

Qualifications, Skills and Experience:

• Bachelor’s degree in Social Sciences, Social Work and Social Administration or a related field.
• Understanding of administrative work within a manufacturing environment.
• At least 3 years post qualification experience as an Administrative Assistant.
• Experience in the manufacturing industry for understanding specific processes/systems.
• Experience with commonly used office software (e.g., Microsoft Office, Google Workspace).

Barriers to Success in Role

• Limited or lack of knowledge about using essential tools like Microsoft Office Suite and Google Workspace.
• Inability to prioritize tasks, manage schedules, or handle multiple responsibilities effectively.

How to Apply:

Candidates who meet the criteria outlined above should submit their applications, resume and academic documents in pdf format with “HCBSU-AA-ADMINISTRATIVE ASSISTANT” as the Email subject via recruitment@hcbsltd.com

Deadline: 4th March 2025 by 05:00 pm

NB: Only shortlisted applicants will be contacted. Female Candidates are encouraged to apply.

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