Job Title: Office Administrator
Organisation: ASIGMA
Duty Station: Kampala, Uganda
About US:
ASIGMA is a group of three subsidiaries – Advisory, Data, and Capital that leverages data and technology to add value to organisations. Its Advisory arm offers investment advice, develops investable business cases, and provides Private Sector support and Technical Assistance; some of our development clients include USAID, DFID, AfDB, and WBG IFC. Its Capital arm is currently managing projects in alternative investments (Private Equity, Real Estate, and Energy) that include Manufacturing and Shallow Geothermal Exploration, among others. Lastly, its Data arm aids the Advisory and Capital arms through digital data capture and analytics, market research, and insights to allow for actionable decision making but also provides project and data management services to external clientele.
Job Summary:
The ideal candidate for the role is a flexible problem-solver who has superb communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role, effective multitasking, and a unique ability to handle the unexpected are essential qualifications for the position.
They will play a pivotal role in ensuring the efficient functioning of the firm’s office environments. The combination of organizational, communication, interpersonal, and technical skills is essential for success in this position. Additionally, the ability to adapt to changing circumstances and problem-solving skills are crucial for addressing the diverse challenges that may arise in a dynamic workplace.
Key Duties and Responsibilities:
- Ensure general management of the office by overseeing operational efficiency, effective communications, and other strategic and tactical planning while implementing and maintaining office administration policies and procedures.
- Manage company facilities, including space planning/design, vendor contracts and relations, and office functions and services.
- Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests.
- Oversee and achieve organizational goals while maintaining an efficient, productive, and positive office culture and employee experience.
- Greet office visitors, answer and direct phone calls, field inquiries, and maintain office efficiency by arranging repairs.
- Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes, and sorting and distributing incoming mail.
- Take lead as the Communication Liaison Officer serving as a central point of contact for external administrative communication like managing emails, phone calls, and other forms of communication. Internally, the administrator will facilitate communication between different departments and office locations.
- Facilities Management which entails overseeing the maintenance and security of office facilities, coordinating office logistics, including space planning and equipment maintenance, and managing relationships with vendors and service providers.
- Provide primary support and coordinate company events, meetings, and conferences and arrange travel and accommodation for employees as needed.
- Office Management which involves overseeing and coordinating daily office activities and ensuring efficient use of resources, including office supplies and equipment. Additionally, the administrator shall implement and maintain office policies and procedures.
- Financial Administration which entails aiding in budgeting and financial planning for office-related expenses. Where applicable, process invoices, track expenses, and maintain financial records. This will require working closely with the finance department to ensure accurate financial reporting.
- Take lead on Inventory management to ensure that company assets are accounted for.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in project management or related field (or equivalent experience).
- At least four years of experience in the administration role with proven experience in a fast-paced environment.
- Proven experience in organizational skills i.e. ability to manage multiple tasks and priorities and keep track of deadlines.
- Excellent communication and interpersonal skills i.e., Strong verbal and written communication skills and ability to communicate effectively with employees at all levels.
- Attention to Detail i.e., accurate record-keeping and data management, thoroughness in reviewing documents and information, meticulous in execution and delivery of documentation.
- Customer (Internal and External) Service experience i.e., provide excellent customer service to both internal and external stakeholders and addressing inquiries and concerns in a timely and professional manner.
- Basic technical proficiency through proficiency office software (e.g., Microsoft Office Suite) and a basic understanding of technology infrastructure and systems.
- Self-motivated and able to work independently as well a as part of a team.
- Problem Solving through addressing and resolving administrative issues and challenges. Identify areas for improvement and propose and implement solutions to enhance efficiency.
How to Apply:
All qualified and interested candidates should apply online at the link below.