Office Administrator – Kampala – Q-Sourcing Limited - 2015

About US:
Q-Sourcing Limited is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Rwanda and South Sudan. Our client is Uganda’s leading and fastest growing service provider for quality and professional video production, photography and music services for all your special events since 2001.

Job Summary: The Office Administrator will be responsible for providing administrative support, client relations to the organisation and serves as the main point of contact of the company in a manner that depicts and promotes the organizations image to the outside. The role will also be responsible for handling and directing visitors, mails and proving responses to telephone inquiries.

Key Duties and Responsibilities:
1. Managing the Office Premises:
· Manage the upkeep of company offices to ensure that the standard of cleanliness and maintenance is acceptable at all times.
· The incumbent will also be responsible for managing the day to day activities of the CEO including answering calls and handling queries.
· Working closely with staff and clients on behalf of the organization.
· The incumbent will manage the CEO’s calendar.
· Manage the activity and presence of staff in the office.
· Answering phones calls by the second ring, re-directing calls to appropriate persons, taking detailed messages for persons called upon, including name, time of call and nature of business
· Ensure staff attendance register is utilized as per the company’s guidelines
· Work closely with the different sections, ensure that the display and notice board area is fully stocked with reading materials and display document.
· By successfully arranging appointments between visitors and employees
· Establish and maintain excellent customer services at the front desk.
· The incumbent will also manage and coordinate all office operations.
2. Human Resources:
· He will oversee and mentor the Administrative support staff ensuring a high level of performance among the team
· Set the performance objectives for team with support from the line managers.
· Support and act on dissemination of information to managers and staff as appropriate.
· Provide consistent HR administration advice, support and resolution to staff
· Ensures compliance with policies and with relevant, policies and legal law
· Support the HR executive with the general staff welfare (Medical, ID’s, team building events
· Actively support and motivate the team
· Coordinate the absence of team staff to ensure all gaps are covered and handovers completed prior to any leave
3. General Administrative Tasks:
· Provide administrative and general support to the MD/CEO; including coordination of company related activities.
· The incumbent will be managing the office supplies budget.
· Manage and execute accurate and timely processing of petty cash activities and submit the accountability.
· Coordinate the setup of in house meetings and trainings (booking board room, setting up projector etc.) as well as coordinating the office Vehicles movements
· Coordinate the posting of all registered and unregistered post generated from the office and distribute all incoming postal mail to relevant staff members
· Responsible for the planning and organizing of the organization’s functional meetings, providing both administrative and logistical support to these meetings
· Prepare and control administrative budgets and make expense reports.
· Take a lead in ensuring that all the office equipment is functioning well and act on any repairs immediately
· Responsible for the office phone bill reconciliations
· Ensure that office newspapers for the day are available at all times

Qualifications, Skills and Experience:
· The ideal candidate should hold a Bachelor’s degree or an equivalent.
· At least two years’ experience in administration
· Strong organizational skills.
· Excellent analytical skills and abilities
· Excellent communication skills.
· Result driven
· High degree of innovation
· Highly team focused
· Excellent communication skills
· High business acumen
· Diversity
· High degree of integrity
· Excellent problem solving skills
· Ability to work well under pressure.

How to Apply:
All suitably qualified and interested are encouraged to send their cover letters and updated CVs including three referees (send as one document) to our e-mail to: recruitment@qsourcing.com
Address all your applications to:

Human Resources Office,
Q-Sourcing Limited (U),
Plot 14/16 Semawata Road, Ntinda
P.O. Box 12883, Ntinda, Kampala, Uganda

Note:
· Kindly mark your application as “Application _ your name _ Office Administrator ” in the subject line of your email.
· Ladies are encouraged to apply.
· Only shortlisted applicants will be contacted.

Deadline: 30th September 2015