The Ugandan Jobline

• Coordinate the scheduling of the front desk
  ensuring that the front desk is manned at all times
• Ensure the front desk staff are answering
  telephone/ questions; forwarding messages; greeting visitors;
• Ensure that visitors are screened before
  being directed to the appropriate office
• Keenly monitor the PBX system that ensures
  that all calls are received in a timely manner and directed to the
  appropriate person
• Develop and monitor a system that registers
  documents received  and delivered to
  the correct office
• Keenly track usage of telephone calls by
  monitoring the PBX system ensure that there is no excessive telephone
  costs
• Regularly monitor the quality of cleanness/
  hygiene at the front desk ensuring that it is presentable and meets the
  standards of FSDU brand

• Ensure that other administrative services are
  provided in a timely and reliable fashion (e.g. conference venue bookings,
  meetings arrangements etc.)
• Support in event set up and logistics
  coordination during FSDU events ( banners; chairs, tables, projectors,
  send out invitations) for FSDU’s events
• Provide a high standard of secretarial
  services to staff (including writing standard letters, word processing,
  filing, copying etc.).
• Take and disseminate minutes following
  departmental meetings
• Ensure the maintenance of a proper filing and
  records keeping system (both electronic and paper) for minutes of managers
  meetings, staff meeting
• Ensure that all office equipment (e.g. the
  photocopier, printers, telephones ) is in good working order at all
  times  and communicating to staff
  where there is a fault with equipment
• Organise travel/Insurance for staff  travelling overseas
• Coordinate and communicate specific airport
  pick-ups for international guests to FSDU
• In liaison with the communication specialist
  provide support with procurement and use of FSDU’s branding equipment’s/
  materials
• Store and update the partners funding
  contracts and supporting documents

• Receive requests for items from department
  heads, investigate potential suppliers (office suppliers and services)and
  develop bid analysis for presentation to the Procurement Committee
• Following decision by the Procurement
  Committee, develop LPOs and ensure that service providers receive them
• Ensure that a procurement file is in place
  for all procurements and that each is complete with all relevant documentation
  
• Ensure sufficient office supplies are
  procured on time, well stored & properly distributed
• Develop counting / monitoring system that
  flags low items that require top up / replenishment

• Regularly monitor the operation of office
  facilities (air conditioning; lighting, water electricity, etc) ensure
  that they are is fully operations
• Coordinate the monthly external cleaning
  services provided by a third party ensuring that all aspects of cleaning
  have been completed to the required standards Supervising the cleaner to
  ensure that offices are clean at all times
• Work closely with the property manager to ensure
  that electricity, water, fire evacuation systems etc. are fully
  operational and that all issues are resolved as they happen

• Ensure that all staff files have the
  necessary required documentation (a job description, contract, and annual
  review etc.) and that all of the paperwork is current and updated as
  required
• Work closely with senior managers to keep
  them informed of the progress of staff on compassionate or sickness
  absence, and providing necessary support.
• Implement and Monitor staff leave requests
  into the data base along with absence / leave not taken information and
  communicating with the COO
• Work closely with Medical Insurance service
  providers to ensure that all FSDU staff and registered dependants are duly
  insured,
• In charge of reviewing the performance of the
  medical service provider to ensure that they are performing to the
  standards expected.

• The applicant for the Administration Officer
  vacancy should hold a relevant business degree (e.g. Business
  Administration)
• Additional training or certificate in HR
  Management
• A minimum of three years’ experience in
  similar position
• Good computer skills (Word, Excel,
  Internet/E-mail)
• Proven track record of providing excellent
  internal customer service

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