Job Title:    Construction Assistant

Organisation: Aldelia Uganda

Duty Station: Kampala, Uganda

About the Company:

Aldelia is a global leading human resources company founded in 2005 and specialised in recruitment, outsourcing and payroll management services to blue-chip multinationals and fast-growing SMEs. The group operates in more than 30 countries across all industries and disciplines on four continents. Our mission is to create a better future for people by delivering compliant, world-class and innovative HR solutions to the companies and communities we serve.

Key Duties and Responsibilities:

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, Skills and Experience:

• 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.