VACANCY; OFFICE ADMINISTRATOR/CUSTOMER CARE A Ugandan University needs an Office Administrator responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency (in their NAIROBI OFFICE) SCOPE The Office Administrator reports to the Head office and is responsible for providing office management services. This includes maintaining office services and efficiency and maintaining office records. RESPONSIBILITIES a) Maintain office services (Main Activities): Implement office policies Organize office operations and procedures Monitor and record long distance phone calls Prepare time sheets Control correspondences Review and approve supply requisitions Liaise with Universities appointed agencies, organizations and partners Update recruitment data programme Maintain office equipment b) Maintain office records (Main Activities): Design filing systems Ensure filing systems are maintained and up to date Define procedures for record retention Ensure protection and security of files and records Ensure effective transfer of files and records Transfer and dispose records according to retention schedules and policies Ensure agencies files are up to date and secure c) Maintain office efficiency (Main Activities): Implement office systems, layout and equipment procurement Maintain and replenish inventory Check stock to determine inventory levels Anticipate needed supplies Verify receipt of supply d) Perform other related duties as required KNOWLEDGE, SKILLS AND ABILITIES a) Knowledge The incumbent must have proficient knowledge in the following areas: Knowledge of office administration ability to maintain a high level of accuracy in preparing and entering information knowledge of customer care and marketing exposure is desired b) Skills The incumbent must demonstrate the following skills: excellent interpersonal skills team building skills analytical and problem solving skills decision making skills effective verbal and listening communications skills attention to detail and high level of accuracy very effective organizational skills effective written communications skills computer skills including the spreadsheet and word processing programs, and e-mail at a highly proficient level stress management skills time management skills c) Personal Attributes The incumbent must also demonstrate the following personal attributes: be honest and trustworthy be respectful possess cultural awareness and sensitivity be flexible demonstrate sound work ethics WORKING CONDITIONS a) Environmental Conditions The incumbent is located in a busy, open area office. The incumbent is faced with constant Interruptions and shall attend to walk-in clients on a regular basis. b) Sensory Demands The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy. c) Mental Demands There are a number of deadlines associated with this position, which may cause significant stress. The incumbent must also deal with a wide variety of people on various issues. d) Core Requirement Minimum of 3 years experience in office administration Degree Graduate desired (Preferably a graduate from a Ugandan University) Experience/Exposure in student recruitment for Universities added advantage Not more than 35 years of age Forward resume to careersoilsector@gmail Deadline 28th August, 2013
Posted on: Sat, 24 Aug 2013 12:37:58 +0000
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