Summary
Date Posted: Saturday, April 16, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Department: Operations
Reports to: Operations Lead

ABOUT THE ROLE
Are you a hard-working Office Administrator looking for an opportunity to advance your career? If you have a positive attitude even in time of stress and crisis and you are able to thrive in a fast- paced environment; if you love organising and enjoy putting everything in place, you may be the perfect fit for this role
We are looking for an ambitious Office Administrator who is willing to help the company operate day to day so that general administration tasks within the office space are handled efficiently. You will play a primary role in ensuring that all office administrative functions are coordinated to achieve a high level of productivity within the company. You will act as the first line of contact to visitors, customers, and vendors in person and via telephone.

WHAT YOU DO
Front desk Support
• Filter, Direct and transfer incoming calls to the concerned persons.
• Manage reception area by welcoming visitors and directing them to relevant offices.
• Offer appropriate responses to all inquiries presented at the front desk whenever necessary.
• Develop and regularly update a database of the staff contacts, Service Providers, Stake holders as well as partners and start-up contacts.
• Handle requests for transport from staff.
• Ensure all visitors are attended to in a courteous manner.
Finance Support
• Maintain cashbook, banking cash received from the day’s sales, and reconcile cashbook with the Finance
• Prepare and submit requisitions for expenditure to the finance office in Kampala.
• Prepare payment vouchers for all expenditure and keep all supporting documentation in accordance with the finance manual and SOPs.
• Prepare daily activity reports for customers received, payments received,
• Prepare information for customer billing and send to finance office in Kampala for billing.
• Maintain file for unpaid bills and submit schedule of bills to finance on weekly basis.
Administration Support
• Overseeing the maintenance of office facilities and equipment, supervise the cleaning crew, ensuring a clean environment.
• Maintain the Assets register and ensure all company items are labelled and registered
• Coordinate office activities to secure efficiency and compliance to The Innovation Village policies
• Sorting and distributing incoming and outgoing post and record data on special deliveries
• Coordinating and managing appointments, meetings, and the conference room schedule to prevent duplicate Bookings.
• Maintains an updated contact list and Plan, monitor, and implement procedures that promote good contract management of all service providers
• Assists in developing and maintaining well-organized administrative files and oversee the records management system
• Monitor and implement systems that promote efficiency in fleet management
• Maintain and improve the organization’s property and facilities e.g., Office premises, Company Assets.
Logistics support
• Make timely purchases of required sundries for the different divisions as and when needed and ensure that there is sufficient supply.
• Plan refreshments whenever there is Innovation Village Scheduled Meetings.
• Request for quotations from service providers.
• Prepare Local Purchase Orders (LPOs) for approval.
• Coordinate and participate in office space planning, maintenance, and renovations when necessary.
Events Management
• Request for quotations from service providers.
• Prepare Local Purchase Orders (LPOs) for approval.
• Coordinate event room set up and clean up.
• Assist in planning and arranging events, including organising catering.
• Manage all events operations (Preparing venue, invitations, etc.).
• Do final checks at the day of the event (e.g., tables, technology) to ensure everything meets standards.
• Oversee events happenings and act quickly to resolve problems-in case of any.

ABOUT YOU
Experience
• To be successful in this position you should be professional, able to multitask, and prioritise tasks.
• Proficient in a variety of computer software applications including Microsoft office suite (word, excel, outlook, and access).
• 3 years of office administration Experience
• Outstanding Written, Verbal communication and interpersonal abilities.
• Familiarity with workspace management procedures.
• Strong organisational and planning and time Management skills.
• Able to work independently in a fast-paced environment.
• Concern for standards and attention to details

Academic Qualification
• Bachelor’s degree in Business Administration or a related field

Core Competencies
• Ownership and initiative
• Innovation and agility
• Drive for results
• Thinking and problem analysis
• Resilience and resourcefulness
• Relationship building
• Communication and influencing

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Use the link below to apply.
https://innovationvillage.co.ug/job/operations-administrator/

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