Administration Assistant Trainee job at Fintech Group

Location: Kampala, Uganda
Industry: Technology

About Fintech Group
Fintech Group is a leading Pan-African provider of innovative IT solutions and services, dedicated to empowering businesses through transformation. As we continue to expand our footprint across Africa, we are seeking an Administration Assistant Trainee to provide administrative support to ensure efficient operation of the office as well as providing routine office assistance to the in-house staff.

Job Purpose
The Administration Assistant Trainee is required to support managers and employees through a variety of tasks related to organization and manage the front desk. He or She is also required to provide routine office assistance such as processing invoices, support with coordinating meetings, conferences and organizing physical and electronic documents and any other basic office duties.

Key Roles and responsibilities

Administration Assistant,

• Receiving and routing of telephone calls to the correct person/department
• Ensuring visitors are received and directed appropriately
• Answering all calls which come in through switchboard quickly and politely
• Providing callers with requested information
• Ensuring that the reception area is always clean and presentable
• Receives inquiries courteously, answers those of general nature and routes others appropriately to relevant offices
• Maintains register of telephone calls made through the Switchboard
• Keeps records of all private external telephone calls made by staff members
• Liaise with System Administrator on matters relating to ensuring that the telephone system is functioning efficiently at all times
• Locking and unlocking of telephones and fax.
• Recording and issuing stationery to colleagues, as well as generating the stationery report
• Filing of all records.
• Drafting of NHIF and NSSF letters in for registration of new employees in liaison with HR & Admin manager
• Organizing for medical staff for new staff
• Ensure that staff have staff card and that personal details are updated on the email
• Introduction of new staff to the rest of the staff after induction has been done.
• Assigning new staff, a sitting space and work-related tools in liaison with PA.
• Coordination with Systems administrator to create email accounts for new staff.
• Seek for quotes on various purchases from suitable vendors.
• Support company events and Health & Safety Initiatives and demonstrate compliances
• Ensure the Front office is well manned and that is kept presentable at all times
• Call staff to schedule for interviews in a timely manner and communicate the right message.
• Portray a positive image of the company by being professional at all times and while on phone.
• Ensure that security guards have a thermometer for measuring temperature and is good condition
• Restock sanitizers and ensure timely purchase when out of stock

As an Office Assistant.

• Provide Office administration and logistical support
• Provide staff with administrative support services.
• Provide logistical support during trainings, meetings and company events
• Run office deliveries including parcel delivery and collection as may be assigned.
• Collaborate with senior management and managers to schedule daily, weekly and monthly travel as may be necessary
• Works with HR & Admin team to plan and arrange travel, conferences and meetings.
• Provide company office support to staff
• Recording and dispatching letters and documents

Educational Level and experience required for the position

• Diploma in Business management
• Minimum 1 years’ experience in general Administration
• Business communication skills with ability to build trust and confidence with staff and senior management
• Knowledge of Microsoft office and Front office management, Office administration, People engagement, Business communication, Presentation skills
• Good telephone etiquette
• Supportive and proactive.
• Good customer service skills
• People skills and ability to relate well with people
• Efficient with good organization skills
• Excellent interpersonal, written and oral communication skills.
• Computer literate, with a high degree of proficiency and productivity.
• Flexible and agile.

• Receiving and routing of telephone calls to the correct person/department
• Ensuring visitors are received and directed appropriately
• Answering all calls which come in through switchboard quickly and politely
• Providing callers with requested information
• Ensuring that the reception area is always clean and presentable
• Receives inquiries courteously, answers those of general nature and routes others appropriately to relevant offices
• Maintains register of telephone calls made through the Switchboard
• Keeps records of all private external telephone calls made by staff members
• Liaise with System Administrator on matters relating to ensuring that the telephone system is functioning efficiently at all times
• Locking and unlocking of telephones and fax.
• Recording and issuing stationery to colleagues, as well as generating the stationery report
• Filing of all records.
• Drafting of NHIF and NSSF letters in for registration of new employees in liaison with HR & Admin manager
• Organizing for medical staff for new staff
• Ensure that staff have staff card and that personal details are updated on the email
• Introduction of new staff to the rest of the staff after induction has been done.
• Assigning new staff, a sitting space and work-related tools in liaison with PA.
• Coordination with Systems administrator to create email accounts for new staff.
• Seek for quotes on various purchases from suitable vendors.
• Support company events and Health & Safety Initiatives and demonstrate compliances
• Ensure the Front office is well manned and that is kept presentable at all times
• Call staff to schedule for interviews in a timely manner and communicate the right message.
• Portray a positive image of the company by being professional at all times and while on phone.
• Ensure that security guards have a thermometer for measuring temperature and is good condition
• Restock sanitizers and ensure timely purchase when out of stock
• Provide Office administration and logistical support
• Provide staff with administrative support services.
• Provide logistical support during trainings, meetings and company events
• Run office deliveries including parcel delivery and collection as may be assigned.
• Collaborate with senior management and managers to schedule daily, weekly and monthly travel as may be necessary
• Works with HR & Admin team to plan and arrange travel, conferences and meetings.
• Provide company office support to staff
• Recording and dispatching letters and documents

• Business communication skills with ability to build trust and confidence with staff and senior management
• Knowledge of Microsoft office and Front office management, Office administration, People engagement, Business communication, Presentation skills
• Good telephone etiquette
• Supportive and proactive.
• Good customer service skills
• People skills and ability to relate well with people
• Efficient with good organization skills
• Excellent interpersonal, written and oral communication skills.
• Computer literate, with a high degree of proficiency and productivity.
• Flexible and agile.

• Diploma in Business management