Plant Secretary at Nile Breweries Limited

Nile Breweries Limited the leading beverage company in Uganda and a subsidiary of ABInBev, the largest brewing group in the world, provides equal employment opportunities – promoting equality in the company. Our dream is to be the growth engine of AB InBev, creating and sharing superior value. We seek to recruit a dynamic, results oriented and self-motivated candidate for the post of:
Job Title: Plant Secretary – x1Vac
Band X-A
Reports to: Plant Manager
Duty Station: Jinja
Job Purpose
To support Management in their effort to reach targets and deliver on their strategic goals by providing effective secretarial and administrative support. .

Duties and Responsibilities include:
Health, Safety and Environment
• Comply with safe, health and environmental procedures and legislation.
• Maintain safety and good housekeeping standards
• Identification of unsafe practices through SIO’s.
• Adherence to PPE policies.
• Receive and issue PPEs
Administrative Duties
• Office management, i.e. ensuring all equipment are in good working order & the required stationery & refreshments are available.
• Processing payment /GRN of various invoices.
• Accountabilities for various expenses made.
• Effective Diary co-ordination.
• Act as a reference point in the presence or absence of the PM
• Dispatching documents within and out of Uganda by courier – DHL and tracking to ensure receipt.
• Effective and timely handling of office visitors.
• Maintain professional care between stakeholders and the Company
Secretarial Duties
• Preparing minutes and typing other documents as requested
• Maintain a neat filing system.
• Attending to all calls and taking necessary action, i.e. diverting to the departments
• Relay messages, faxes and any other communication
• Scheduling meetings / appointments
• Contribute to self and team development
Management Reporting &VPO
• Compile Monthly Reports: Collect and compile departmental reports from the HODs every month
• Ensure updated VPO boards
• Drive VPO pillars (esp. Safety & Management and people pillar)
Travel & Meeting Planning and Coordination
• Obtain flight options, make flight reservations and deliver tickets.
• Preparation of Letters of invitation and visa applications where necessary.
• Handling accommodation requests for employees travelling and visitors into Uganda.
• Organise a wide range of meetings, lunches both at internal and external venues which may involve influential contacts both locally and oversees.
• Organise car rental/ hire requests and processing the required purchase orders.
Budget Preparation & Management
• Assist to draft the Supply / PM departmental budget.
• Keep departmental expenses within set budgets.
• Highlight LE & possible overspends in monthly expenditure to budget
• Ensure right postings (correct amounts on correct accounts).
• Make adjustments where necessary to the PM’s account in consultation with him.
• Process and ensure payments to all suppliers in time.
• Other duties as maybe assigned from time to time.

Qualifications, Skills and Experience
• A good University Degree in Administration or any related field from an accredited institution.
• Good leadership potential
• Influencing ability
• Demonstrate a high level of trust, discretion, and confidentiality
• Ability to communicate well both verbally and written.
• Efficient, Self-motivated, organised and IT Literate (Excellent in MS office applications)
• Good knowledge of systems like Flowcentric, Syspro & Qdocs is an added advantage

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