Ref: HR/E/Open Positions
Status: Internship/Permanent Position Position: Administration/Office Assistant Reports to: Tourism Associate Dotted reporting: Managing Associate
About Palamila Holdings Uganda Limited: PHUL has achieved great things in the last 5 years, predominantly across three sectors i.e. general supplies, consultancy work and management. Currently PHUL is extending its operations to serve the tourism and travel sector. As we look forward to expanding our horizons, PHUL is looking for a pro-active Administrative/Office Assistant to join us on this exciting and challenging journey as we work to make the vision a reality.
Job Summary: The Administrative Assistant is primarily responsible for the efﬁcient and effective running of administration, ﬁnance and logistics components of PHUL Kampala Ofﬁce. The role entails general administrative roles including receptionist tasks and petty cash management. The job demands careful attention to routine systems and procedures and complete integrity always.
Key roles and responsibilities ● Reception duties for the PHUL Kampala office: Be first point of contact for all external stakeholder enquiries and general internal stakeholder enquiries whether face to face, post, phone or mail. Provide high quality customer service using professionalism and good judgement. Distributing incoming mail, date stamping, and directing appropriately.
● Administrative assistance to the PHUL Team: Being aware of all staff whereabouts and requested information when a staff is not available. Provide administrative support to the Tourism Associate including diary management, booking meetings, organising travel and preparing travel itineraries. Support in organising accommodation, transport and technology requirements for all PHUL operations. Provide ad-hoc support administrative support when needed
● Office management: Assist in the effective functioning of the PHUL office reception, ensuring it is a fit for purpose work environment. Proactively supporting the implementation and improvement of internal administrative policies and procedures. Monitoring and maintaining all administrative records and data within agreed procedures. Manage the booking system for all meetings and ensuring that staff are following the processes. Maintaining office supply stock and inventory including stationary, preparing requisitions and ordering supplies as required.
Qualifications & Skills required: Essential business, tourism, secretarial training; experience in support service function; basic computer skills in using Microsoft Word and Excel; excellent spoken and written English; ability to approach work with energy, and a positive constructive attitude; willingness to learn; punctuality and time management skills; Integrity and ability to work independently; Proactive, prepared to seek out ways to help other team members work more effectively; good interpersonal skills with the ability to maintain a high level of customer service. How to apply: All applications should be sent by mail to firstname.lastname@example.org not later than 15th October 2019. Include a cover letter, CV, ID or Passport. PHUL is an equal opportunity employer and therefore encourages women to apply for this position. PHUL also encourages apprenticeship/internship program for skill development and experience. This only applies to applicants between 19 and 25 years old.
Please note that PHUL does not solicit for money in any of its recruiting stages. Due to the amount of applications received, PHUL will only contact those who meet the desired skills for this position. Only applicants who have excellent academic records will be considered for internship positions.