to the Finance Manager and responsible for providing effective secretarial
support and performing routine clerical and administrative functions such as
drafting letters and reports, drafting correspondence, scheduling appointments,
organizing and maintaining files, retrieving documents as well as synchronizing
and updating the office diary.
Description
effective communication channels with other departments as well as external
organizations and individuals.
Prepare notes, draft correspondence type letters and reports including document
binding in accordance with agreed instructions in English
Respond to telephone inquiries, giving information to callers and routing calls
to appropriate officials and also placing outgoing calls in both English.
Receive official vi
sitors by ascertaining the nature of business and directing
them accordingly.
Receive, sort, record and distribute mail, general correspondence and documents
to appropriate officials.
Schedule appointments and screen requests for meetings, synchronize and update
appointments.
Prepare both local and international itineraries confirm travel, freight and
hotel reservations.
Locate and attach appropriate files to correspondence or queries as well as organize
filing and retrieval systems.
Oversee proper maintenance, storage, retrieval of files and documents in order
to ensure that they are accessible and secure
Organize meetings and conferences and accurately record proceedings of various
deliberations
Operate and maintain electronic office equipment and tools including word
processing and photocopying machines, scanning and binding equipment
Monitor and track the progress of various assignments and regularly updating
the Manager and other members of staff on specific deadlines and problems.
Minimum Qualifications
Degree in Office/ Business Administration, Secrétariat studies or other related
studies
Computer Driving License backed by high level proficiency in computer keyboard
operations and transcription skills minimum 50 wpm typing skills
Minimum three 3 years relevant experience preferably gained in providing
support to top executive and senior management
Demonstrate high level of interpersonal, problem solving and conflict
resolution skills and high APS score
Proficiency and exposure to Oracle ERP system as well as the French language is
an added advantage
position is on general service terms and conditions of service. We offer
competitive salary and benefits package and a collegial working environment.
Applicants are invited to send their applications via email to
hr@blair-africa.org Applicants should indicate “Application for Administrative
Assistant- Kampala” as the subject line of their email submissions which shall
be considered until C.O.B 31st July 2014.
