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• Ensure that all workplace spaces, conference amenities and materials
  are clean.
• Hotel/flight bookings for visitors from outside Uganda and staff
  travelling out of Uganda.
• Ensure that office equipment and supplies are available for use.
  Process requests for office supplies, telephone, scanner, fax, copier,
  internet maintenance. Use stock cards, which should be reconciled monthly.
  Initiate replacement of stationery and office supplies.
• Coordinate and supervise work by service contractors and temporary
  drivers.
• Supporting the Office Manager to update records for EFT returns.

• Ensure that all IT equipment is in good working conditions.
• Liaise with BC IT consultants on any IT matters.
• Report to the IT consultant any PC or network problem for fast
  corrective action.

• Follow up any pending utility bills such as telephone, internet,
  rent etc.
• Collect quotations for procurement from suppliers that are on the BC
  Uganda approved suppliers list.

• Coordinate allocation of vehicles and keep keys to vehicles securely
  stored.
• Assist in reconciling fuel consumption (log books, fuel vouchers).

• Ensure that a good filing structure is designed and implemented on
  the central G-drive.
• Upload and file all administrative and financial documents on the
  G-drive.
• Ensure that all soft copies file are also maintained in hard copies.
• Supporting with Inventory verification exercises.

• Ensure that all administrative processes are carried out timely,
  effectively, and in line with British Council policies and procedures.
• Ensure that the office runs smoothly by working in collaboration
  with all the staff.

• Transportation of staff for work-related purposes, including meeting
  and greeting guests at airports and hotels.
• Ensuring regular maintenance of the office vehicle; this will include
  servicing, cleaning and any other adhoc maintenance items.
• Keeping proper records of mileage, refuelling and servicing to
  ensure a proper audit trail.
• General messenger duties that include; banking and postage:
  Collecting and distributing mail from post office and BHC, and from
  security desk.
• Purchasing and collecting office supplies e.g, staff café items,
  stationery and cleaning materials, and keeping an up to date stock record
  of the same.
• Supplying diesel and other items to UKAs residences where applicable.
• Providing logistical support during office meetings and project
  events.
• Filling, Photocopying, scanning documents and shredding sensitive
  documents as per British Council Records Policy as and when directed by
  Line Manager.

• The applicant for the British Council Administrative Assistant job
  placement should possess a Diploma in business, Finance, marketing,
  procurement or any other relevant field. A Bachelor’s degree in business,
  Finance, marketing, procurement or any other relevant field is desirable.
• Existing rights to live and work in Uganda.
• Extensive knowledge, understanding and experience of financial
  management and administration.
• Experience of Finance and administration is desirable.

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