JOB DETAILS:
The Admin Assistant is responsible for overall support to the finance function, and efficient management of the administrative and front desk functions for the smooth running of office activities.
Reporting To: Head of Finance and Administration
Department: Finance and Administration

Duties & Responsibilities
1. Front Desk Operations
• Welcome and receive company visitors and direct them to the right office.
• Receive invoices, cheque payments, and other correspondences, register all receipts, and disburse them to the right office.

• Manage phone calls and direct them to the right office or take accurate messages when required.

• Receive and record incoming and outgoing correspondence through email or the post office.
• Prepare timely reports and draft memos/emails/letters as assigned.

• Maintain and regularly update a comprehensive contact list of staff, suppliers, subcontractors, and others.
2. Follow-Up on Accountabilities
• Follow-up on accountabilities and invoices for purchases as documented in the accountabilities register.
• Receive accountabilities, check for completeness, and forward the completed accountabilities to the respective Project Manager.

• post-checked accountabilities to the system weekly.
3. Human Resource and Administration Support
• Prepare requisitions for payment of utility bills, i.e., water, power, internet, rent for approval.
• Monitor daily and weekly attendance and maintain updated leave records for all staff.
• Maintain and regularly update employee files with all relevant documents.

• Supervise the daily cleaning and maintenance of the office premises to ensure a clean and professional environment.
• Track and manage annual renewal of subscriptions and licenses, i.e., UNABCEC, KCCA trading license, and PPDA certificates.
• Procure, track, and maintain adequate inventory of office supplies and sundries and ensure timely replenishment.
• Maintain adequate stock of cash requisition booklets, LPO booklets, accountabilities, and
GRNs for the project sites.
• Maintain documents, certification, and required statutory records for the bidding process.
• Organize weekly meetings, take meeting minutes, and circulate approved minutes and meeting agenda before the next meeting.
• Ensure office premises are closed and opened on time.
4. Reporting and Records Management
• Develop and maintain the office filing system for the company’s operational activities and guide other teams on filing procedures.
• Prepare monthly leave reports for all full-time employees.
5. Other Duties
• Perform any other duties as may be assigned by the supervisor.

Qualifications
• Education: Bachelor’s Degree in Business or the equivalent.
• Experience: 1 year’s work experience in a similar role.
• Other Requirements: Familiarity with the Tally Accounting package.

Work Conditions
• The job is based in Kampala.
• Working hours:
o Monday to Friday: 8:30 am – 5:00 pm with a one-hour lunch break.
o Saturday: 9:00 am – 1:00 pm.