Administration Officer at Uganda Airlines

Job Summary
Administration Officer shall manage the daily tasks of the airline by providing administrative and clerical support to various departments including the outstation.

Key accountabilities /responsibilities:

• Warmly welcome guests to the premises and directing them where appropriate.
• Monitoring the safety and security of the office premises and liaising with the security teams on the ground.
• Making sure the offices are locked during out-of-office hours and entry to strictly be permitted and ensuring offices are opened before the opening of any business day.
• Ensure the repair and maintenance issues of the building are reported on a timely basis and quickly resolved.
• Ensure car repairs and maintenance are done cost-effectively on a regular basis and all logs kept safely including the logbooks.
• Maintain proper fueling levels of all cars and monitor the allocation and distribution of each company vehicle in your docket. Allocation and consumption reports to be made on a weekly basis.
• Ensuring that the office premises, offices  and toilets are kept very clean at all times
• Ensure there is a car tracker per vehicle to ensure the safety of the company asset.
• Management of the disbursement of airtime and sim cards to those allocated and liaising with the finance department on the same.
• Ensure there is an active fire system and fire emergency procedures and protocols in place.
• Book meetings for events (in-house and external) and ensure all preparations are made; catering, invites and others.
• Assist the HR Section in errands necessitating the process of work permits for expatriates.
• Look for affordable accommodation, schools, and facilities for expatriates as may be required.
• Distribute and store correspondences (e.g. letters, emails, and packages)
• Ensure all offices are well equipped with office supplies from the stores and are functioning efficiently.
• Prepare reports and presentations with statistical data, as may be assigned
• Arrange travel and accommodations as may be required for various managers
• Academic Requirements and Relevant Experience
• Bachelor’s Degree in Social Sciences, Business Administration, or any related field.
• 3 years of experience in a busy office environment at the administration level
• Experience with Microsoft applications; Word, PowerPoint, Excel, and others
• Experience with fleet management matters in a busy environment
• Solid knowledge of office procedures and protocols
• Proven knowledge in Fire safety and security systems and procedures
• Proficiency in documenting processes and keeping up with industry trends

Required skills

• Attention to detail
• Verbal and written communication skills
• Critical thinker and problem-solving skills
• Team player
• Good time-management skills
• Excellent interpersonal and communication skills
• Organization skills
• Writing skills
• Flexible
• Integrity
• Security-conscious

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