Job Title:

Project Assistant

Reports to:

Surface Facilities Manager

Division:

Surface Facilities

Location:

Kampala

ACTIVITIES

Administration

• Providing an efficient and confidential administrative service to team members including the typing and dispatch of letters, reports, minutes, memos and overhead materials in an accurate and timely manner
• Update and maintain records, reports and databases, as appropriate
• Generate standard reports from systems
• Maintain up to date knowledge of departmental personnel movements where relevant
• Provide first point of contact internally with Contractor for outside visitors to the project
• Process Flight ticket request to the Travel agencies and ensure it meets requirements before get it approved by the Requester for further approval process
• Process expense claims, mission orders, training forms, holiday and self-certification forms in an accurate and timely manner for the SURF Team
• Assist with the accurate and timely recording and approval of information in the company timesheet system, including holiday balances and flexi time.
• Creating and releasing requisitions for the project via the SAP system, as requested
• Creating and releasing service orders, whilst liaising with the finance department
• Attend Surface Facilities Weekly meeting as “meeting secretary” to dispatch the MOMAssist in all other relevant administrative duties as required
• Ensure Riguou in the deliverable
• Ensure respect of the deadline

QUALIFICATIONS/EXPERIENCE REQUIRED

Qualification:

• HND or equivalent professional experience in an administrative role

Experience:

• Numeracy skills, high level of accuracy and attention to detail
• Ideally possess a minimum of 5 years Administrative experience, preferably within a similar Project entity with many interfaces
• Strong written, oral communication and interpersonal skills are required along with a practical common-sense approach
• Good prioritization, time management and organization skills, including when exposed to high operational pressure
• Strong keyboard/typing skills are essential, and the post holder is required to have competency in most standard office computer applications – ie. Word, excel, graphics and PowerPoint
• Must be able to work on their own initiative and proactively interact with teams to obtain information.
• Must be able to react quickly and decisively to constantly changing demands and circumstances