Office Administrator - Masaka job at Ministry of Agriculture Animal Industry and Fisheries

Office Administrator (3)

Reporting to the Hub Plantation Manager, Office Administrator plays a key role in clerical and administrative functions of an organisation. Office Administrator shall be responsible for updating company records, scheduling meetings, managing document security, answering phones, perform administrative functions and interact with customers directly. 

Key responsibilities:

1. Manage the front office and receive the organisation’s clients.
2. Perform general clerical duties to include photocopying, faxing, mailing (sign for and distribute courier packages), filing, compiling, transcribing and making project meeting appointments with relevant stakeholders.

• File and retrieve organizational documents, records and reports and maintain hard copy and electronic filing system for the organisation.

1. Caretake the staff office space and equipment.
2. Maintain and distribute organisation staff weekly travel schedules.
3. Schedule meetings/calendar events and remind the relevant persons of the meetings. vii. Open, sort and distribute incoming correspondence including faxes and email.

viii. In liaison with the PMU Communications Officer, assist in special events, commissioning of works, product launch and annual review workshops. ix. Oversee all aspects of general office coordination.

      x.       Carry out other duties as may be assigned by the Hub Coordinator.

Qualifications:

1. At least a Diploma in Secretarial and Administration Studies or a related field.
2. At least five (5) years’ experience in general office responsibilities and procedures.
3. Knowledge of principles and practices of organisation, planning, records management and general administration.
4. Ability to operate standard office equipment including but not limited to computers, telephone systems, calculators, copiers and fax machines.
5. Computer literacy in Microsoft Word, Excel, Power Point, Email and internet applications.
6. Ability to follow oral and written instructions.

• Manage the front office and receive the organisation’s clients.
• Perform general clerical duties to include photocopying, faxing, mailing (sign for and distribute courier packages), filing, compiling, transcribing and making project meeting appointments with relevant stakeholders.
• File and retrieve organizational documents, records and reports and maintain hard copy and electronic filing system for the organisation.
• Caretake the staff office space and equipment.
• Maintain and distribute organisation staff weekly travel schedules.
• Schedule meetings/calendar events and remind the relevant persons of the meetings.
• Open, sort and distribute incoming correspondence including faxes and email.
• In liaison with the PMU Communications Officer, assist in special events, commissioning of works, product launch and annual review workshops.
• Oversee all aspects of general office coordination.
• Carry out other duties as may be assigned by the Hub Coordinator.

• At least a Diploma in Secretarial and Administration Studies or a related field.
• At least five (5) years’ experience in general office responsibilities and procedures.
• Knowledge of principles and practices of organisation, planning, records management and general administration.
• Ability to operate standard office equipment including but not limited to computers, telephone systems, calculators, copiers and fax machines.
• Computer literacy in Microsoft Word, Excel, Power Point, Email and internet applications.
• Ability to follow oral and written instructions.