JOB DETAILS:
Activities
• Administration
• Organize transport and other logistical requirements of the department personnel (Kampala and Site) such as hotel bookings, flight reservation, organize team building events, ensure sufficient work tools are obtained internally to support current teams and new ones onboarding

• Make arrangement of appointments and meetings including meeting room reservations, compiling, and preparing briefing, presentation materials, background information and documentation for meetings

• Maintain visual graphic and department dashboards.

• Support the preparation of technical reporting of the department.
• Providing an efficient and confidential administrative service to team members including the typing and dispatch of letters, reports, minutes, memos and overhead materials in an accurate and timely manner
• Update and maintain records, reports and databases, as appropriate.
• Generate standard reports from meetings, discussions, workshops.
• Maintain up to date knowledge of departmental personnel movements and planning where relevant.
• Provide first point of contact internally with outside visitors.
• Process expense claims, mission orders, training forms, holiday and self certification forms in an accurate and timely manner.
• Manage organization department chart structure via dedicate software tool.
• Keep records of department personnel training file
• Provide inputs to the department’s administrative business processes mapping and implementation of the internal standard operating procedures.
• Assist with the accurate and timely recording and approval of information in the company timesheet system, including holiday management.
• Creating requisitions for FOPS department via the SAP system, as requested
• Creating service orders for FOPS department, whilst liaising with the finance department
• Set-up and maintain a filing system for the FOPS department
• Set up rotational roster for all FOPS Site Personnel & coordinate travel arrangements to/from site
• Assist in all other relevant administrative duties as required

Education:
Bachelor’s degree in business administration, Information management or equivalent

Experience:
• Numeracy skills, high level of accuracy and attention to detail
• Possess a minimum of 5 years administrative experience, preferably within a technical team
• 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 – ie. Word,excel, graphics and Powerpoint
• 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