Vacancy title:
Front Desk/Admin Assistant

Jobs at:
Center for Infrastructure Consulting (CIC)

Deadline of this Job:
25th October 2018

Duty Station:
Kampala, Uganda

Summary
Date Posted: 24th October 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:
Center for Infrastructure Consulting (CIC) Ltd is a leading engineering consultancy firm incorporated in 2009, with its Head Office in Bukoto, Kampala. The firm is wholly owned by its directors, all engineers, who provide full time participation in studies and engineering design activities. CIC specializes in offering top notch consultancy services in urban water engineering, water resources and hydraulic engineering, bridge engineering, traffic and transportation engineering, water & energy infrastructure resilience services, urban drainage and flood risk management and engineering project management. CIC aspires to be the leading one stop center for engineering and infrastructure consulting solutions in the East African Region providing client focused solutions for international financing agencies, central and local government agencies, private enterprises and individual clients. CIC seeks to employ a dynamic, enthusiastic and qualified Front Desk/Admin Assistant to boost its service delivery for ongoing and future projects.

Job Summary

The primary responsibility of this position is to provide professional and general office support to CIC, as well as manage the CIC front desk in line with the Human Resource, financial and operational policies and guidelines, ensuring value for money, efficiency and effectiveness. This position requires a person who has capacity, interest and enthusiasm in corporate office management, communication and customer care in a busy consulting engineering office. The person should have the capacity to work under minimum supervision, maintain a clean and tidy reception area, as well as ensuring a receptive ambiance to staff and visitors of CIC.S/he should be detail and results-oriented, have strong conceptual, analytical, and reporting skills, with expertise in information gathering, analysis and timely reporting, be proactive in instituting innovative, sustainable, and cost-effective interventions, and work dedicatedly to fulfill the company’s goals, while upholding the Core Values of CIC.

Roles and Responsibilities/Key Result Areas

• Receive and relay all incoming and outgoing telephone calls, mail & visitors and ensure timely delivery of out-going mail and courier and maintain a signed register of these documents.
  
• Assist the Finance team in making payments to service providers.
  
• Manage the organization’s official (Admin, Finance and HR) forms, and ensure copies are always available and kept in their respective box files.
  
• Manage the CIC board room reservations for meetings, organise company meetings and events in liaison with the supervisor and take minutes in official meetings (when required).
  
• Ensure regular and timely service and maintenance of office printers, photocopiers, scanners etc.
  
• Ensure a conducive and secure working environment for CIC staff, and that Occupational Health and Safety Standards are maintained and adhered to.
  
• Keep all company key documents and intellectual property safe, and ensure they are filed in an orderly and timely manner.
  
• Centre for Infrastructure Consulting (CIC) Ltd. Plot 301, Bukoto, P.O. Box 240, Ntinda, Kampala, Web www.cic.co.ug
  
• Maintain proper stock for office supplies, regularly track all utility-related bills, raise payment requests in a timely manner and ensure all requisitions for stationery are properly documented and endorsed.
  
• Coordinate the office, field, and international travel requirements for CIC and ensure proper vehicle fleet management, including timely services and repairs, fuel management, and adherence to the vehicle policy by drivers and passengers.
  
• Ensure that the CIC website, LinkedIn, Twitter and Facebook accounts are periodically updated and improved to provide timely information to our diverse clientele
  
• Undertake any other duties as may be assigned from time to time by the supervisor
  

Qualifications and Competences

• Bachelor’s Degree in Arts, Social Sciences, Business Administration or related field.
  
• Post graduate Diploma in Management (an added advantage).
  
• Evidence of Continuous Professional Development in Customer Care, Record Keeping, Social Media Management or related subjects