Associate, Administrative Services Jobs – Aikan HR Consultants (Bank)
Job Title: Associate, Administrative Services
Organisation: Aikan HR Consultants
Duty Station: Kampala, Uganda
Reports to: Regional Chief Operating Officer, East Africa
About US:
Aikan HR Consultants is one of Uganda’s leading HR consulting companies and trusted strategic HR advisory partner, aikan’s services include aikan Jobs™, aikan Recruitment™, aikan Internship™, aikan Leasing™, aikan Payroll™ and aikan OD.™ Our Client is an International Bank whose purpose core business is of financing, promoting and expanding intra-African and extra-African trade.
Job Summary: The Associate, Administrative Services will help the Bank to achieve its mission of “stimulating a consistent expansion of and diversification of African trade so as to rapidly increase Africa’s share of global trade.
Key Duties and Responsibilities:
- Oversees Reception/Switchboard staff
- Oversees Kitchen staff
- Oversees Office Messengers staff
- Duties and responsibilities
- Reception/Switchboard management – Oversee the management of the Bank’s reception (front desk) and switchboard/operators telephone console to ensure a professional picture of the Bank is portrayed.
- Mail/courier management – Implement a branch-wide professional and efficient mail, courier and faxes management system ensuring timely mail collection, inspection, logging, dispatch and tracking. Manage service provider relations
- Human Resources Administration – Support the Head of Branch and the Director, HR at HQ in ensuring that HR policies and procedures as laid out in the staff manual are followed by all staff and prepare HR reports to be used for tracking progress on Staff related issues
- Physical Assets Management – Implement a branch-wide physical asset tracking and management system in accordance with the Bank’s policies and procedures.
- Stores/inventory management – Implement a branch-wide and centralized stores management system for the Bank’s supplies, consumables, stationary and other goods in accordance with the Bank’s policies and procedures
- Reprographic management – Oversee the branch’s printing activities including printing of the Bank’s letterhead, business cards, envelopes, banners and other corporate material etc.
- Procurement management – Implement a branch-wide goods, services and works procurement management system in accordance with the Bank’s policies and procedures.
- Meeting rooms – Implement a professional meeting room reservation and management system.
- Kitchen management – Implement a professional kitchen management system. Oversee kitchen attendants. Ensure adequate kitchen supplies and equipment at all times.
- Administrative expenses and advances – Implement an invoice tracking and management system for the branch’s administrative and capital expenses.
- Petty cash management – Oversee the management of the branch’s petty cash floats.
- Protocol – In liaison with the relevant department, coordinate the logistics and protocol arrangements required for all the Branch events
- Insurance – Put in place and maintain adequate insurance cover to protect the branch against all sorts of operating risks including; public liability, motorvehicle, fire, all risks etc.
- Records – Implement a standardized filing, indexing, archiving and document management system for both hard copies and electronic records in accordance with the Bank’s records management policies and procedures.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree or equivalent qualification and experience
- A minimum of 5 years working experience in a similar role
- Ability to communicate and function in a culturally diverse and change-oriented setting
- Innovativeness, resourcefulness and ability to learn quickly
- Strong problem-solving skills
- Excellent written and oral communication skills in English.
- Excellent computer skills in MS Microsoft Suite.
- Excellent Time keeping skills and ability to work extra hours as may be required.
- Excellent customer service skills and willingness to devote extra time to work where required.
- Ability to work under minimum supervision and to multi-task.
- High level of integrity and confidentiality.
- Report writing skills
How to Apply:
All suitably qualified candidates should send their applications by clicking on this link. Please upload the following in your application; an updated CV / resume (PDF or Word Format) which should include your contact information and three work related references and a one page statement describing your suitability for the role should be included.
Deadline: 14th February 2020