Job Title: Receptionist/Administrative Assistant (Fresher Jobs)
Organisation: Deloitte
Duty Station: Kampala, Uganda
About Organisation:
Deloitte is a leading global provider of audit and assurance, consulting, financial advisory, risk advisory, tax and related services. Our global network of member firms and related entities in more than 150 countries and territories (collectively, the “Deloitte organization”) serves four out of five Fortune Global 500® companies.
Job Summary: Deloitte (Uganda) Limited currently has an exciting opportunity for an innovative, agile, driven, engaging and proactive individual to join our Member Firm Internal Services – Administration Department as a Receptionist/ Administrative Assistant. This position will be based in our Kampala office in Uganda.
What impact will you make?
At Deloitte we have a clear purpose, to make an impact that matters to our clients, our colleagues and our communities. From professional development to leadership opportunities and career advancement, we empower our people to be their very best – because that’s how you make an impact.
The incumbent will provide effective support to the Administration team while ensuring timely delivery of work in the allocated area.
Key Duties and Responsibilities:
- Ensure that the reception area is always kept tidy.
- Receive and record incoming hand deliveries, sign for them, and track delivery of the same to appropriate individuals internally in a timely manner.
- Receive clients and visitors and notify relevant department/staff members of their arrival.
- Receive telephone messages and advise staff or clients.
- Ensure that outgoing all outgoing mails/documents are registered and signed for upon pickup by the right recipients.
- Prepare monthly costing of outgoing couriers for re-charging and pass them to the Administration and Security Officer for checking and forwarding to the Finance department before set deadlines.
- Hold letters, cheques and documents for collection by clients.
- Ensure necessary publications are available at the reception.
- Book meeting rooms through outlook calendar for staff as and when requested.
- Ensure that meeting rooms are under lock and key provided upon signoff to persons that booked to use them.
- Arrange international and domestic travels through booking flights & taxis for staff.
- Ensure relevant approvals and accountability for all transport.
- Manage the diary/electronic schedule of the Partner/Director including acknowledging invitations, scheduling appointments, keeping track of all planned meetings that require attendance by the Partner/Director.
- Ensure that Partner/ Director is properly briefed on and familiar with the agenda in advance of all meetings.
- Support with arrangements for visiting Partners/Directors (Hotel booking, airport transfers, local transport, office access, office space and any other required enabler for visits).
- Making travel arrangements and processing travel expenses and claims.
- Perform background research/collect information for various special reports required by the Partners and Managers and present the findings in a usable form.
- Order all office stationery/ business cards including all printed stationery.
- Requisition cash for newspapers, water, Partners’ lunch and other related items as and when they arise.
- Order all kitchen consumables, i.e. sugar, tea bags, coffee etc.
- Maintain stock controls of all office materials and consumables.
- Co-ordinate courier services.
- Process office recharges for: car hires, Partners’ lunches, office breakfast supplies, newspapers and DHL packages.
- Raise local purchase requisitions, purchase orders and goods receipt vouchers.
- Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval and follow up on payments.
- Involvement in supplier’s procurement processes.
- Recharge the stationery and photocopy docket.
- Ensure that quarterly maintenance service of office equipment is carried out as per the contract.
- Ensure that the office machines/equipment are always in good working order and any faults reported and necessary repairs carried out in a timely manner.
- Ensure that drinking water and disposable cups are delivered as per the contract.
- Ensure that water is delivered to the drinking points.
- Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Administration and Security Officer.
- Coordinate logistics and planning for special events, conferences, meetings and other training on or off-site including booking rooms, preparing presentation materials, ensuring that catering services and other necessary materials are available.
- Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality.
- Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality.
- Provide clerical support by attending departmental (and other selected) meetings, preparing agenda, minutes and following up on the agreed action points.
- Perform any other tasks as may be assigned from time to time.
Note: The list of tasks/duties and responsibilities contained in this document is not necessarily exhaustive. Deloitte may ask the employee to carry out additional duties or responsibilities, which may fall reasonably within the ambit of the role profile, depending on operational requirements.
Qualifications, Skills and Experience:
- Must be a holder of at least a Diploma in a business related field.
- A minimum of two (2) years’ experience in Front Office management/Receptionist, Administration, Personal Assistant or Customer Care role in a large organization.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft applications including Microsoft Office Outlook, Word, PowerPoint, and Excel.
- Be a Ugandan Citizen or have a valid work permit to work in Uganda.
Behavioural competencies
- Excellent communication skills, both written and verbal.
- Good interpersonal and relationship building skills.
- Effective interpersonal and relationship building skills.
- Strong client delivery focus.
- Be willing to work under minimal supervision and learn new skills.
- Strong desire to develop self and others.
- Adaptable and able to manage change and ambiguity with ease; and
- Sound problem-solving ability.
Technical competencies
- Excellent report writing skills.
- Sound financial knowledge and understanding.
- Sound business acumen.
- Focus on quality and risk.
- Well-developed computer user skills.
- Demonstrated capability in interaction at all levels, briefing, analysis and project management skills.
- Experience in drafting and delivering presentations.
- Good report writing skills.
How to Apply:
If you meet the above requirements, please visit our website and apply online: Deloitte East Africa Careers portal at the link below.
Deadline: 27th July 2025
For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline
Level of Education: Diploma, Associate’s Degree
Work Hours: 8
Experience in Months: 24