Company : Africa Institute of Management (AIM)
Location : Kampala
Deadline : 16th December 2016

 

SCOPE OF WORK
The Administrative/Programmes Assistant (APA) is charged with the primary responsibility of providing a range of administrative, logistical assistance and programmes support to the Institute. The position reports to the Country Office Manager (COM) but the incumbent works closely with the other staff members. The Administrative/Programme Assistant performs professional work coordinating and implementing training Programmes and other services of the
institute, which include but not limited to research and development, and consultancies, and identifying business
opportunities for the institute in the same.

3.0 SUMMARY OF WORK RESPONSIBILITIES

1. Reception management:

  • Answer all telephone calls in a polite, pleasant helpful manner and take accurate messages.
  • Receive visitors and answer general public inquiries in a knowledgeable and professional manner.
  • Assist with office correspondence, receiving and dispatching mail.
  • Provides appropriate AIM information materials to visitors.
  • Ensure that the visitor’s book is signed by both current and prospective visitors.

2. Administration and finance:

  • Ensure that the Office premises are in good conditions and maintained clean all the time, including the constant monitoring of the physical working environment.
  • Handle general correspondence including drafting, typing, and dispatching and receiving mail.
  • Receive, date, stamp and log in all in-coming communications.
  • Manage the office operations including planning, procuring and maintaining inventory of office supplies as well as maintaining inventory of office assets.
  • Prepare weekly and monthly reports to the Executive Director.
  • Prepare travel advances and travel expense reports, as needed.
  • Briefs staff on general administrative matters relating to visas, licences, security; provides advice and ensures administrative support as required.
  • Assists in processing and preparation of requisition of equipment and services for the Office.
  • Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
  • In addition to general administration responsibilities, coordinate activities related to office maintenance, security, transport and similar services.

3. Programmes administration

  • Regularly update and assure accuracy of files for both running and completed programmes.
  • Arrange and coordinate appointments, conferences, symposiums, and special events.
  • Assist technical staff in preparing/formatting reports and proposals (including expressions of interest) as needed.
  • Ensure accurate and timely payments to trainers & Suppliers.
  • Taking charge of the welfare of the participants and/or clients while on any programme or task with the Institute;
  • Prepare participants’ operating budgets and submit to COM before disbursement of the funds;
  • Perform periodic “Customer/Client Service Checks” after or during the trainings to track training impact;
  • Promoting a customer oriented focus and advocating customer intimate client relationships.
  • Manage online and physical registrations for clients;
  • Receive applications and prepare admissions for the participants;
  • Ensuring that the training hand book for a given financial year is available and updated for any changes that might arise;
  • Track training progress and follows up with participants to keep them on track, ensure completion of the programme in a timely productive manner;
  • Work out the training calendar for the whole financial year based on trainer’s availability, venues and course requirements;

4. Personnel and Human Resources Management:

  • Provide clarifications to the staff members on their eligibility for benefits and entitlements within their respective condition of employment.
  • Verify Staff Personnel data that are entered in the AIM Human Resources database. Take required corrective measures in the event erroneous data are found. Upon verification and analysis of data, take appropriate action.
  • Maintain effective and cordial working relationship with AIM staff members and other counterparts within the organization as well as outside in order to ensure expedition of required action(s) observing discretion, due confidentiality and courtesy in all his/her dealings with staff members and the counterparts.
  • Control and manage the Personnel records and monitor the personnel related correspondence with a view to ensure accurate and timely responses are given at all the time.
  • Briefs staff on general administrative matters relating to visas, licences, security; provides advice and ensures administrative support as required.
  • Stay abreast of policy developments and application of administrative procedures on Personnel/Human  Resources issues so that appropriate responses can be given to various queries by the staff member.
  • Maintains the leave and absence records of all the staff members.

4.0 REQUIRED EDUCATION, EXPERIENCE, SKILLS AND ABILITIES:

1. Required education and experience:

  • University degree in Management or Business Administration or other related field;
  • Proficiency in Microsoft applications, including Word, Excel and Power Point;
  • Ability to use modern ICT equipment: time checker machine, telephone exchange, scanner and fax;
  • Experience/knowledge of managing petty cash and undertaking petty cash reconciliations;
  • Fluency in written and spoken English;
  • Good interpersonal skills and experience in dealing with people/clients.

5.0 BASIS OF OFFER:
All positions above will be offered on a Fixed Term Appointment (FTA) contractual basis for ONE (1) year renewable
upon satisfactory performance on the provided responsibilities and/or Key Performance Areas.

6.0 SUBMISSION OF APPLICATION

To apply, suitable applicants should send:

  • A motivation letter, detailed Curriculum Vitae (CV) with names, addresses and working telephone contacts of
    Three (3) professional referees, of which ONE should be academic.
  • Copies of academic transcripts (certified), degree certificates (certified), passport/voter’s card/valid driving permit, and latest Passport Photograph.
  • Two letters of reference from professional referees and a letter from the LC1 Chairperson of where you live.
  • Applications marked the position and career announcement number for which you are applying should be sent to the address stated below by December 16, 2016, which is the same as the closing date, therefore applications received after the closing date will not be considered.

Other Information:

  • Equally, qualified women candidates are encouraged to apply.
  • Only Short-listed candidates will be contacted for interviews.
  • Please note there will be two types of interviews, a Written Test and an oral Competency Based Interview, and a minimum score of 70% is required in the written test in order to become eligible for the Competency Based Interview.

Submission address:
Applications should be submitted to the following address:
The Country Operations Manager,
Africa Institute of Management
Plot 29 Stretcher Road (Ntinda)
P.O. Box, 24562, Kampala, Uganda.
Or emailed to: This email address is being protected from spambots. You need JavaScript enabled to view it.
We do appreciate your interest in working with us but to minimize on financial and administrative costs, only short listed candidates will be contacted and for further information please contact us on the above address.