EADB Office Administrator Job

Job Title: Office Administrator
(3 Positions)

Tenable in Uganda, Rwanda, and Kenya- Tenure: Up to 3 years

Reporting to respective Country Managers

Job Purpose

The position will be responsible for the smooth and effective running of the designated office by providing administrative services to support its business operations.

The Office Administrator will provide administrative support including book keeping, secretarial services, procurement, correspondence tracking and mail delivery, telephone & communication operations, reception management, transport services, travel arrangements and booking hotel accommodation for business visits or meetings.

Key responsibilities:

• Provide information, conduct research and collect data relevant to the Bank’s operations; and provide pertinent information to Managers on administrative issues;
• Register and respond to mail and ensure timely management of all correspondence;
• Maintain a library of relevant materials and of all documents produced by the Bank on the country; retrieve and distribute for usage; track and keep record of document movement;
• Keep record of and update insurance for the office’s properties, motor vehicles, e.t.c.
• Ensure that adequate insurance cover is maintained at all times and processes renewal in liaison with head office;
• Maintain Bank account records for the Country Office and prepare monthly account reconciliations; prepare of VAT returns and submit them timeously; process invoices for payment of office supplies; manage the petty cash and account for it timeously; and keep record of the Country Office’s accounts transaction, file and report on the same monthly;
• Receive requests and place orders for office supplies, stationery and other office requirements and distribute the same as per approved guidelines;
• Liaise with local suppliers to ensure cost effective procurement of office supplies; with service providers to ensure adequate provision of utilities (including telephones, water and electricity); and with service providers to ensure adequate servicing and maintenance of office equipment (including telephones, computers, office vehicles, photocopying machines, etc.);
• Account for usage of stationery, fuel, motor vehicles etc; and coordinate the activities of the driver/messenger;
• Supervise contracted cleaners, guards, etc to ensure that all Bank premises are safe and conducive for working. Report any damages to the Officer in charge of Estates or administration timeously;
• Maintain an Assets Register for the Office;
• Keep account of leases, payments and collection of rental payments and ensure that the Bank meets its obligations;
• Participate in the preparation of training seminars, and meetings; coordinate with others departments in organizing corporate events and functions; and assist staff in acquisition of travel Visa, arrange local transport for staff on official travel and visitors.
• Make hotel bookings for visitors and manage the transfers to /from the airport cost effectively;
• Provide assistance to staff in-patriation by coordinating the process of housing allocations, and other relevant relocation services for the new staff, for example, processing exemptions for personal and official consignments being imported into the country; and
• Carry out any other tasks assigned by management.

Minimum Qualifications and Experience

• Bachelor of Accounting, Commerce, Finance, Economics, Law, or other relevant degree.
• Post graduate qualifications in accounts, administration or procurement.
• At least 3 years work experience as an Accounts Assistant with knowledge of office administration and procurement in a commercial-oriented organization preferably a Bank.
• Working experience of spreadsheets and financial accounting packages, MS Word, Power Point, and Email.
• Self–motivated, mature, able to work long hours when necessary, and committed to contributing to the attainment of the Banks mandate;
• Flexibility and ability to multi-task and ability to perform at a high level of proficiency.
• Planning and organizing skills as well as pro-activity and results orientation.
• Confidentiality and high level of personal integrity.
• Good oral and written communication skills
• Knowledge of Kiswahili (and French in Rwanda) will be an added advantage.

If your career aspirations match this challenging and exciting role, please email your application quoting the relevant job title by 28 May 2011 to Executive Selection Division, KPMG Uganda at the following email address: EADBRecruit@kpmg.org.

Please attach your comprehensive Curriculum Vitae including an e-mail address, daytime telephone contact, qualifications, experience, present position, names and addresses of three referees.

All applications should be sent online by email.

Applicants for all positions must be nationals of the EADB Member States except where expressly indicated.

Candidates who applied for the re-advertised positions should not apply for the same positions.

Only short listed applicants will be contacted.

The EADB reserves the right to appoint a candidate at a lower level.

Successful candidates should be ready to assume duty before 1 August 2011.