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Office Administrator Job Vacancy

Job Identification

Office Administrator

Section(s): Kampala
Reports to: Human Resources manager
Manages: N/A

Job Purpose
  • Responsible for day to day running the branch office
  • Support the whole administration department in secretarial services relating the branches

Job Dimensions
Admin Department


Internal: Liaise with all staff members at the head office and at the branch level
External: Maintain contact with internal and external customers at branch level

Key Result Areas

  • Initially identify sales/service leads that will be source of branch revenue
  • Screening telephone calls, enquiries and requests and escalate all the calls to the relevant action point
  • Will be involved in all the statutory requirements in the office operations (VAT returns, NSSF, PAYE,etc.)
  • Preparing branch quotations with the aid of the departmental managers satisfactorily.
  • Preparing job cards for field jobs by technicians.
  • Preparation of daily reports which include and not limited to sales and service, manpower utilization, customer complaints and debtors status
  • Collection of customer debts from customers
  • Ensure proper filing of all the company documentation including invoices, memos, quotes, orders, deliveries etc.
  • Work hand in hand with the technical team in the work planning and logistical organization
  • Attend to walk in customers including completing sales and enacting proper documentation
  • Ensure controls in the office including and not limited to office stationery, telephone, other office machines, workshop consumables etc.
  • Will periodically highlight customer visits and later review results in a report format
  • Will be responsible for implementing an effective inventory control by working hand in hand with the Inventory manager advising on the quantities of spares to stock based on sales.
  • Raise required documentation for delivery to customers and organize for shipment of completed items and /or equipment to clients
  • Will be required to own and meet the budgetary requirements of the branch
  • Will follow up on the customers feedback from previous jobs accomplished in view of acquiring more jobs
  • Other assignments that may be assigned to you by your managers.
  • Meeting and greeting visitors at all level
  • Handling Branch petty cash
  • Handling all documents relating to the branch and sending them to head office
  • Recording all employees reporting and leaving time and sending it to head office on a daily basis.
  • Run Errands

Communications And Relationships

All staff members.

Competencies & Personal Attributes
  • Excellent interpersonal skills
  • Analytical and problem solving skills
  • Effective verbal ,listening  and writing skills
  • Very effective organizational skills
  • Ability to make decisions
  • Be flexible and responsible
  • Honest and Trustworthy
  • Should be in a position to multi task in the day to day operatipns.

Qualifications, Knowledge and Experience

Expertise: Academic qualification/s       
Minimum requirement: Degree/Higher Diploma in Business Management

Expertise: Relevant professional qualification       
Minimum requirement: Secretarial course/customer service

Expertise: Good working knowledge of       
Minimum requirement: A busy environment

Expertise: Relevant experience       
Minimum requirement: 2 years’ experience

Expertise: General computer skills       
Minimum requirement: MS office applications

Expertise: Specialised software training       
Minimum requirement: N/A

Email CV to with “Office Admin- Uganda” in the subject line.

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