Office Administrator Job – Fundi Bots

Job Title:   Office Administrator (3 Fresher Job Opportunities)   

Organisation: Fundi Bots

Duty Station:  Kampala, Mbarara and Mbale, Uganda

About US:

Fundi Bots was started in 2011 by Solomon King Benge as a hobby/passion project to help students understand science through robotics. Fundi Bots promotes improved, practical science education in African schools and communities through the provision of hands-on skills and project-based training, with a strong focus on rural and underprivileged regions and a push for equitable inclusion for girls.

Job Summary:  The Office Administrator ensures that day to day so general administration tasks within the office space are handled efficiently. You will play a primary role in ensuring that all office administrative functions are coordinated to achieve a high level of productivity within the company. You will act as the first line of contact to visitors, clients, and vendors in person and via telephone.

Key Duties and Responsibilities:

Contact person and front desk

  • Filter, Direct and transfer incoming calls to the concerned persons;
  • Manage reception area by welcoming visitors and directing them to relevant offices;
  • Offer appropriate responses to all inquiries presented at the front desk whenever necessary;
  • Develop and regularly update a database of the staff contacts, Service Providers, Stake holders as well as partners and start-up contacts;
  • Handle requests for transport from staff;
  • Ensure all visitors are attended to in a courteous manner.
  • Maintain the reception area in a clean and professional manner including receiving and directing visitors
  • Manage incoming and outgoing calls while keeping log of inquiries

Programs Support

  • Prepare weekly/monthly/quarterly centre calendar
  • Prepare Centre’s monthly/quarterly reports
  • Organize weekly team debrief meeting
  • Prepare centre budgets
  • Prepare centre accountability reports
  • Coordinate STEM/Robotics Schools Outreach programs
  • Data entry
  • Answering incoming calls
  • General office management such as ordering stationary, office groceries among others
  • Providing administration support to other departments
  • Coordinate all centre programs

Administrative assistant

  • Manage incoming and outgoing mail print/copy if necessary, register, and file;
  • Overseeing the maintenance of office facilities and equipment, supervise the cleaning crew, ensuring a clean environment;
  • Coordinate office activities to secure efficiency and compliance to company policies
  • Sorting and distributing incoming and outgoing post and record data on special deliveries
  • Provide administrative support for operations team, which includes Photocopying and printing appropriate Documents as needed
  • Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate Bookings.
  • Provide general administrative support for the representation desk (make copies, scan documents, draw up and transfer certain forms etc.
  • Assist with the administrative organization of visitors (hotel reservations, appointments, etc.)
  • Make timely purchases of required sundries for the different divisions as and when needed and ensure that there is sufficient supply;
  • Plan refreshments whenever there are scheduled Meetings;

Events Management

  • Request for quotations from service providers;
  • Prepare Local Purchase Orders (LPOs) for approval;
  • Coordinate event room set up and clean up;
  • Assist in planning and arranging events, including organising catering;
  • Manage all events operations (Preparing venue, invitations, etc.);
  • Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards;
  • Oversee events happenings and act quickly to resolve problems-in case of any.

Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s Degree in Business Administration or a related field
  • Two years of experience in Administrative Assistant Role
  • Organization skills, Interpersonal and Communication skills, Analytical skills, Problem solving skills, attention to detail, and collaboration skills.
  • Conversant with Ms Office packages (Word, Excel, PowerPoint) and e-mail.
  • Event Management
  • Applicants should reside in the region of the office where they are applying to work.

How to Apply:

All candidates should send their updated CVs and application letters to

careers@fundibots.org

Deadline: 20th March 2023 by 5.00 p.m

NB: Only shortlisted candidates will be contacted

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