The Ugandan Jobline

• Administrative Support:
• To contribute to the End
  Market results by providing proactive high value Administrative and
  Secretarial support to the function on time in full (OTIF) and in an
  efficient and effective manner. The job holder will have a critical
  interface with all other business functions.  Ensure additionally drafting of regular
  correspondences to various stakeholders of the company.
• Calendar Management:
• Effective time management to
  achieve and enhance the operation and service of the organisation.
• Handle manager’s requirements
  in a professional and confidential manner to avoid delays in any given
  task.  
• Provide Personal Assistant
  Support to the Managing Director including event and diary management.
• Travel Management:
• Work in liaison with Travel
  Management Company, co-ordinate and ensure all travel documents like
  immigration documents, air tickets, visas and renewal of passports for
  the functional heads are always up to date.
• In-charge of organizing the
  transport and accommodation requirements for staff visiting Uganda and
  ensuring positive feedback.
• Payments:  Process and track payment
  requisitions through the SAP and follow-up with Procurement to ensure the
  uninterrupted continuation of services (business continuity) from the
  suppliers.
• Budgetary Support:
• Assist in the preparation and
  collation of the Functional Budget. 
  This includes accurate tracking of costs and expenditure with
  timely reports as required.
• Meetings
• Organize and manage all
  aspects of Conferences/events/ meetings by ensuring all logistical
  aspects i.e. venue bookings, transport and accommodation are well
  synchronized and within budget with no hitches and delays.
• Contract Management: Ensure
  physical records of all contracts are well documented and organised.  Ensure regular updates to the business
  on status of contracts.
• Leadership:
• Coordinate and ensure the
  function is records management compliant as required by the company. 
• Develop the schedules and
  ensure all files are coded and correspond with the schedules; and assist
  the team in ensuring they are compliant with the schedules
• Relationships:
• Enhance and maintain good
  communication with both internal staff and external customers.  Being a central administration
  function, the job holder encounters a lot of enquiries on various issues
  hence the importance of a wide knowledge of other functions and end
  markets to enable accuracy in dealing with questions to avoid negative
  impact on the organisation.
• Effectively liaise and
  communicate with the Leadership Team and business managers
• Promote a good working
  relationship with the Travel Agent to ensure travel for the entire
  organisation is well coordinated.
• Innovation:
• Efficient and cost effective
  management of the office stationery
• Close liaison with IT help
  desk to ensure systems are operating effectively at all times.
• Pro active engagement with
  service providers i.e. security, catering and catering to ensure that
  tasks are carried out professionally and high standards are maintained
  and that there are no interruptions of service.
• Introduction of team building
  events and activities to build and develop good working relationships
  within the team. 

• The ideal applicant for the British
  American Tobacco (BAT) Administration Assistant job placement should hold
  University degree or higher Diploma in Management
• Strong business working communication
  skills with excellent understanding of the process
• Highly proficient in English and report
  writing skills
• Ability to work with minimum supervision
• Excellent organizational and management
  skills
• Ability to work and relate with  internal customers and external business
  partners
• Result oriented, self-driven, innovative
  and excellent planning ability
• Ability to maintain confidentiality and
  professional discretion at all times.
• Keen eye for details

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