Job Description

ACTIVITIES

• Administrative
  • Provide an efficient and confidential Administrative service to team members including the typing and dispatch of letters, reports, minutes, faxes, memos and overhead materials in an accurate and timely manner
  • Scanning and creation of property boxes for all incoming correspondence
  • Carry out photocopying/scanning as required
  • Distribution and logging of incoming Project documentation, including letters, procedures, drawings etc. (using PRODOM)
  • Generate, update and maintain records, reports and databases as appropriate
  • Arrange meetings, including booking of conference rooms, equipment and coordinating catering requirements
  • Maintain up to date knowledge of project team personnel movements and rota in conjunction with Logistics Team
  • Provide first point of contact internally for off-site visitors to the project
  • Assist in the weekly collation of approved timesheets for contractors and ensure that these are passed to Cost control Team
  • Operate filing systems to ensure that all paperwork is properly maintained
  • Arrange (via  Kampala office) timely ordering/receipt of required standard office goods/stationery
  • Coordinate IS requests
  • Complete mobilization paperwork for ad hoc visitors and vendors where required
• Logistics
  • Liaise with the Travel Coordinator to ensure timely booking of travel and accommodation requirements
  • Liaise with Accommodation Camp Operations over daily accommodation issues and bedspace allocation
  • Liaise with and be the focal point between key subcontractors and the accommodation camp to ensure accommodation requirements are booked and communicated appropriately
  • Arrange collections and drop-offs at key sites and liaise with mini-bus drivers
  • Release morning “Planned POB” by 09.00 hrs. Daily (working week) providing expected movements and POB status
  • Release afternoon “Actual POB” by 16.00 hrs. daily (working week) providing final figures following flight/vehicle/other movements
  • Maintain up to date knowledge of project team personnel movements and rotations in conjunction with Logistics Team
• PPE
  • Maintain low levels of PPE for site visitors and liaise with Operations when additional items are required in case of visitor numbers/sizes are not available.  Conduct monthly stock checks and maintain accurate records
  • Submit individual requests for replacements
  • Maintain oversight of PPE Lockers and allocate accordingly when appropriate
  • Regularly visit PPE Locker Room to ensure it is in a clean and tidy condition.   Report failings accordingly
  • Office Logistics
  • Maintain suitable provisions of stationery and printer consumables.    Submit stationery requests.
  • Maintain tidiness of workplace environment plus Printer/stationery Room

QUALIFICATIONS/EXPERIENCE REQUIRED

Qualification:

• HND or equivalent professional experience in an administrative role

Experience:

• Numeracy skills, high level of accuracy and attention to detail
• Ideally possess a minimum of 5 years administrative experience, preferably within a similar site environment
• Strong written, oral communication and interpersonal skills are required along with a practical common-sense approach
• Good prioritization, time management and organization skills, including when exposed to high operational pressure
• Strong keyboard/typing skills are essential, and the post holder is required to have competency in most standard office computer applications.
• Must be able to work on their own initiative and proactively interact with teams to obtain information.
• Must be able to react quickly and decisively to constantly changing demands and circumstances.