JOB DETAILS:
Description
Human Capital Business Solutions Ltd is a Boutique HR Advisory Firm that specializes in strategic HR Consulting, Talent Acquisition & Development, Risk Management and Business Process Outsourced Services with our Headquarters based in Uganda and Country Office in Tanzania.
On behalf of our client in the manufacturing sector, we are looking for a competent and experienced Administrative Assistant to be based in Jinja, Uganda.

Job Summary: This role involves providing essential support to the team by managing day-to-day administrative tasks and ensuring smooth office operations. This role involves handling scheduling, communication, documentation, and general office coordination. The role requires an organized, detail-oriented, and skilled in multitasking person, with the ability to manage various administrative duties efficiently.

Main Duties and Responsibilities
• Arrange meetings, appointments, and events for team members.
• Coordinate travel arrangements, including flights, accommodations, and transportation.

• Send reminders and help manage scheduling conflicts.

• Handle incoming and outgoing communications, such as emails, phone calls, and messages.
• Draft, proofread, and format letters, memos, and other documents.

• Act as a liaison between departments, team members, and clients or external contacts.
• Organize, maintain, and update files, records, and databases (both electronic and paper).
• Prepare reports, presentations, and spreadsheets as requested.
• Ensure proper documentation and archiving of important records and communications.

• Track and manage office supplies, placing orders when necessary.
• Maintain an organized and efficient office space, ensuring supplies are available.
• Accurately input and update data in relevant systems or databases.
• Maintain and retrieve information as needed, ensuring data accuracy and security.
• Manage and track expenses for office supplies, travel, and departmental budgets.
• Assist with expense reporting, processing invoices, and handling reimbursements.
• Set up meeting rooms, including audio/visual equipment, seating arrangements, and refreshments.
• Prepare materials for meetings, including agendas, documents, and presentations.
• Take meeting minutes and distribute them as necessary.
• Greet visitors, answer inquiries, and direct them to the appropriate person or department.
• Provide basic information to clients and customers, ensuring a professional and friendly experience.
• Provide administrative support for specific projects, such as gathering information, organizing data, or assisting in project coordination.
• Assist team members with administrative tasks to improve overall productivity.
• Ensure all actions comply with company policies and procedures.
• Maintain confidentiality and professionalism in handling sensitive information.

Qualifications, Experience, and Skills
• Bachelor's degree in Social Sciences, Social Work and Social Administration or a related field.
• Understanding of administrative work within a manufacturing environment.

• At least 3 years post qualification experience as an Administrative Assistant.
• Experience in the manufacturing industry for understanding specific processes/systems.
• Experience with commonly used office software (e.g., Microsoft Office, Google Workspace).

Barriers to Success in Role
• Limited or lack of knowledge about using essential tools like Microsoft Office Suite and Google Workspace.
• Inability to prioritize tasks, manage schedules, or handle multiple responsibilities effectively.