African Initiatives For Relief & Development

Administrative Officer job Post

Location: Jobs in Uganda 2024 - 2025

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 15 January 2025

Hiring Organization: African Initiatives For Relief & Development

Job Details:

The objective of this post is to ensuring efficient daily operations, smooth coordination among departments, and effective head office administrative support.

Key Duties & Responsibilities
• Ensure the smooth functioning of office operations, including handling administrative tasks such as filing, record-keeping, and document management.
• Manage office supplies, ensuring timely replenishment without overstocking.
• Ensure all office equipment is operational and serviced regularly.
• Prioritize and complete administrative tasks on time, such as processing paperwork, managing communications, and handling inquiries.
• Assist in organizing meetings, events, and appointments efficiently, coordinating resources as needed.
• Ensure adherence to office policies, procedures, and timelines.
• Facilitate clear and timely communication between departments, staff, and external partners.
• Handle incoming and outgoing correspondence (email, phone, mail) promptly and accurately.
• Ensure smooth coordination of office activities and scheduling.
• Provide excellent customer service to internal and external clients, ensuring inquiries are addressed quickly and professionally.
• Serve as the point of contact for visitors and ensure their needs are met in a courteous manner.
• Resolve administrative issues and escalate problems when necessary to avoid disruptions.
• Maintain accurate and up-to-date records, both digital and physical, to ensure easy retrieval and secure storage of important documents.
• Regularly review and update filing systems for efficiency and accuracy.
• Provide administrative support to other team members, including preparation of travel authorizations and claims, preparing reports, and managing schedules as needed.
• Cross departmental assistance in managing administrative tasks from time to time.
• Identify areas for improving office processes and procedures to increase efficiency and reduce operational costs.
• Implement new tools or techniques to streamline administrative tasks introduced by the management.
• Actively seek feedback from staff and through management adjust office operations when needed.

Requirements
• Bachelor’s degree in Business Administration/any other related Business Studies.
• At least 6 years working experience in office administration and employee relations management

Others/Extra Details
• Strong interpersonal and communication skills.
• High level of honesty and Integrity
• Attention to detail and accuracy
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages
• Ability to work under pressure with minimum supervision.
• Willingness to work in any part of the country