Office Administrator/Customer Care

A Ugandan University needs an Office Administrator responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency (in their NAIROBI OFFICE)


SCOPE
The Office Administrator reports to the Head office and is responsible for providing office management services. This includes maintaining office services and efficiency and maintaining office records.


RESPONSIBILITIES
a) Maintain office services (Main Activities):
Implement office policies
Organize office operations and procedures
Monitor and record long distance phone calls
Prepare time sheets
Control correspondences
Review and approve supply requisitions
Liaise with Universities appointed agencies, organizations and partners
Update recruitment data programme
Maintain office equipment
b) Maintain office records (Main Activities):
Design filing systems
Ensure filing systems are maintained and up to date
Define procedures for record retention
Ensure protection and security of files and records
Ensure effective transfer of files and records
Transfer and dispose records according to retention schedules and policies
Ensure agencies files are up to date and secure
c) Maintain office efficiency (Main Activities):
Implement office systems, layout and equipment procurement
Maintain and replenish inventory
Check stock to determine inventory levels
Anticipate needed supplies
Verify receipt of supply
d) Perform other related duties as required


KNOWLEDGE, SKILLS AND ABILITIES
a) Knowledge
The incumbent must have proficient knowledge in the following areas:
Knowledge of office administration
ability to maintain a high level of accuracy in preparing and entering information
knowledge of customer care and marketing exposure is desired
b) Skills
The incumbent must demonstrate the following skills:
excellent interpersonal skills
team building skills
analytical and problem solving skills
decision making skills
effective verbal and listening communications skills
attention to detail and high level of accuracy
very effective organizational skills
effective written communications skills
computer skills including the spreadsheet and word processing programs, and e-mail at a highly proficient level
stress management skills
time management skills
c) Personal Attributes
The incumbent must also demonstrate the following personal attributes:
be honest and trustworthy
be respectful
possess cultural awareness and sensitivity
be flexible
demonstrate sound work ethics


WORKING CONDITIONS
a) Environmental Conditions
The incumbent is located in a busy, open area office. 
The incumbent is faced with constant Interruptions and shall attend to walk-in clients on a regular basis.
b) Sensory Demands
The incumbent must spend long hours in intense concentration. 
The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy.
c) Mental Demands
There are a number of deadlines associated with this position, which may cause significant stress. 
The incumbent must also deal with a wide variety of people on various issues.
d) Core Requirement

Minimum of 3 years experience in office administration
Degree Graduate desired (Preferably a graduate from a Ugandan University) Experience/Exposure in student recruitment for Universities added advantage Not more than 35 years of age
Forward resume to careersoilsector@gmail.com Deadline 28th August, 2013