Administrative Assistant job at Lafab Solutions

Department: Human Resources & Administration
Duty Station: Namanve
Employment Type: Fixed-Term Contract
Female Candidates are encouraged to apply

Job Purpose
We are seeking a professional, organized, and customer-focused especially female Administrative Assistant to provide reception, general administration, travel coordination, fleet administration, facilities management, and basic Human Resources support to ensure the smooth and efficient running of the Company's operations.

Key Responsibilities

• Receive and attend to visitors professionally; manage incoming calls and respond to routine inquiries.
• Receive, record, distribute, and dispatch incoming and outgoing mail, documents, parcels, and deliveries.
• Maintain visitor registers, office records, filing systems, appointments, meeting schedules, and administrative documentation.
• Coordinate travel for staff and the Board of Directors, including hotel and transport bookings and processing air ticket reservations.
• Manage records and allocation of Company vehicles and motorcycles; monitor usage, coordinate servicing and repairs, and track insurance, licensing, and related documentation.
• Coordinate maintenance, repairs, cleanliness, and general upkeep of Company facilities, including offices and the yard, to ensure they remain safe and in good condition.
• Supervise office cleaners and monitor cleaning standards across designated Company premises.
• Maintain proper custody and control of office keys, access cards, and other access items.
• Monitor stationery and office supplies, coordinate replenishment, and maintain stock records.
• Provide HR administrative support, including maintaining employee records, coordinating interviews, preparing onboarding documents, updating attendance and leave records, and communicating staff information.
• Perform any other duties assigned by the HR & Administration Officer.

Qualifications And Experience

• Diploma in Business Administration, Office Administration, Human Resource Management, or a related field.
• At least 3-5 years of relevant experience in administration, office management, facilities coordination, or a similar role.
• Experience in travel coordination, fleet administration, facilities management, or HR administrative support will be an added advantage.
• Proficiency in Microsoft Office applications and general office equipment.
• Excellent communication, interpersonal, organizational, coordination, and customer-service skills.
• Strong record-keeping, planning, and follow-up skills, with the ability to multitask and work with minimal supervision.
• High levels of integrity, confidentiality, accountability, and attention to detail.

• Receive and attend to visitors professionally; manage incoming calls and respond to routine inquiries.
• Receive, record, distribute, and dispatch incoming and outgoing mail, documents, parcels, and deliveries.
• Maintain visitor registers, office records, filing systems, appointments, meeting schedules, and administrative documentation.
• Coordinate travel for staff and the Board of Directors, including hotel and transport bookings and processing air ticket reservations.
• Manage records and allocation of Company vehicles and motorcycles; monitor usage, coordinate servicing and repairs, and track insurance, licensing, and related documentation.
• Coordinate maintenance, repairs, cleanliness, and general upkeep of Company facilities, including offices and the yard, to ensure they remain safe and in good condition.
• Supervise office cleaners and monitor cleaning standards across designated Company premises.
• Maintain proper custody and control of office keys, access cards, and other access items.
• Monitor stationery and office supplies, coordinate replenishment, and maintain stock records.
• Provide HR administrative support, including maintaining employee records, coordinating interviews, preparing onboarding documents, updating attendance and leave records, and communicating staff information.
• Perform any other duties assigned by the HR & Administration Officer.

• Proficiency in Microsoft Office applications and general office equipment.
• Excellent communication, interpersonal, organizational, coordination, and customer-service skills.
• Strong record-keeping, planning, and follow-up skills, with the ability to multitask and work with minimal supervision.
• High levels of integrity, confidentiality, accountability, and attention to detail.

• Diploma in Business Administration, Office Administration, Human Resource Management, or a related field.
• At least 3-5 years of relevant experience in administration, office management, facilities coordination, or a similar role.
• Experience in travel coordination, fleet administration, facilities management, or HR administrative support will be an added advantage.