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.
Fundi Bots is looking for an administrator for the following regions
- Kampala – 01 Opening
- Mbale – 01 Opening
- Mbarara – 01 Opening
ABOUT FUNDI BOTS
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.
Fundi Bots’ mission is to accelerate science learning in Africa.
To achieve this, we use practical learning tools like robot-building to improve learning outcomes. Through the process of building robots, the students get practical skills in computer science, electrical and electronics engineering, mechanical engineering, computer programming and soft skills like project management, teamwork and innovation.
WHO WE ARE LOOKING FOR
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 RESULT AREAS
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.
ABOUT YOU
Education: Bachelor’s Degree in Business Administration or a related field
Experience: At least 2 years of experience in Administrative Assistant Role
Skills:
- 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
Additional Notes
Applicants should reside in the region of the office where they are applying to work.
How to apply
Send CV and Application letter to careers@fundibots.org
The deadline for submission is 20th March 2023, 5.00 p.m.
Only short-listed candidates will be contacted.
