Summary
Date Posted: Tuesday, July 25 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Description
Main Purpose of Job
The Internship will provide you with good hands-on experience in various aspects of Administration. You will provide assistance to the organization’s external and internal clients, and specifically manage our front office.

What you will do
Front Office Management
• Ensure that the reception area is kept tidy at all times;
• Receive and record incoming hand deliveries, sign for them, and place in trays for dispatch to the different departments and staff;
• Receive clients and visitors and notify relevant department/staff members of their arrival;
• Receive telephone messages and advise staff or clients;
• Ensure that outgoing all outgoing mails/documents are registered and signed for upon pickup by the right recipients;
• Hold letters, cheques and documents for collection by clients;
• Ensure necessary publications are available at the reception;
• Arrange for accommodation for incoming staff in liaison with Procurement office;
• Maintain confidentiality and proper records management of clients’ information;
• Archive files in liaison with the Administration & Security Officer;
• Organize for stationary, vouchers and follow up with de clean desk etc.;
• Co-ordinate courier services; and
• Front line for health and other relevant protocols (Record staff in office daily, check temperature of staff and all that access office and emphasize SOPs are observed daily).

Office Administration:
• Book meeting rooms through outlook calendar for staff as and when requested;
• Manage Partners’ diaries;
• Order all office stationery/ business cards including all printed stationery;
• Request for cash for Newspapers, Water, Partners lunch and other related items as and when they arise;
• Order all kitchen consumables, i.e. sugar, tea bags, Coffee etc;
• Maintain stock controls of all office materials and consumables;
• Process office recharges for DHL packages;
• Assist in preparation of monthly costing of outgoing couriers for re-charging, and pass them to the Administration Officer for checking and forwarding to the Finance department before the set deadline.
• Raise receive, record and submit local purchase orders;
• Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval and follow up on payments;
• Involvement in supplier’s procurement processes;
• Recharge the stationery and photocopy docket;
• Ensure that the office machines/equipment are in good working order at all times and any faults reported and necessary repairs carried out in a timely manner;
• Ensure that drinking water and disposable cups are delivered as per the contract; and
• Ensure that water is delivered to the drinking points.

Security:
• Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Admin/Security Officer; and
• Ensure that all light bulbs in the offices are replaced immediately they blow up.

Events Management:
• Coordinate logistics and planning for special events, conferences, meetings and other training on or off-site including booking rooms, preparing presentation materials, ensuring that catering services and other necessary materials are available.

Communication:
• Support in fiscalisation, dispatch and follow up of fee notes as requested;
• Provide clerical support by attending departmental (and other selected) meetings, preparing agenda, take notes, circulate minutes and timely follow up on action items after meetings; and
• Contribute to the development of effective communication and knowledge management systems, including efficient handling of paper flow, storage, retrieval and sharing of information within the department and wider firm, updating departmental procedure manuals and practice guidelines, while maintaining the necessary levels of confidentiality.

Others:
• Perform any other tasks as may be assigned from time to time.

Qualifications
Required Qualifications and Experience
• Bachelor’s Degree in Office Science and Management, Secretarial services, Library and Information Management, or related Humanities qualification from a recognized institution;
• At least one (1) years’ experience in an Administrative, Office Management or Customer Service role in a busy environment is an added advantage;
• Availability from August 2023; and
• Be a Ugandan Citizen.
• Behavioural competencies

Communicates effectively both in writing and verbally;
• Strong organization skills;
• Good interpersonal skills;
• Keen to learn;
• Focus on delivery;
• Is adaptable;
• Ability to solve basic problems related to specific tasks; and
• Basic understanding of business.

Technical Competencies
• Basic knowledge of the standardized routines of the role;
• Basic knowledge of Outlook and Microsoft Office programs relevant to the role; and
• Excellent report writing skills.

Key Performance Areas
• Strategic Impact - Under supervision, completes standard basic tasks that impact delivery of the broader team in relation to overall strategy of the service area.
• Budgets/Profitability - Effectively uses time, equipment and resources.
• Development/Growth of Team - Actively works to address identified development areas.
• Additional Information

Your role as a leader
At Deloitte we believe in the importance of leadership at all levels. We expect our people to embrace and live our purpose by challenging themselves to identify issues that are most important for our clients, our people, and for society and make an impact that matters.

Leadership Capabilities
• Living our Purpose - Builds own understanding of our purpose and values; explores opportunities for impact.
• Influence - Focuses on developing effective communication and relationship-building skills.
• Performance drive - Understands expectations and demonstrates personal accountability for keeping performance on track.
• Strategic direction - Seeks to understand how their daily work contributes to the priorities of the team and Deloitte Global.
• Talent development - Demonstrates commitment to personal learning and development; understands his/ her potential role as a brand ambassador.


Work Hours: 8

Experience in Months: 12

Level of Education: Bachelor Degree

Job application procedure

Interested applicants?Click here to apply


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