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Job title : Executive Administrator
Location/City : Kampala,Uganda
Appointment type : Permanent
Job number : 19723BR
Organisaton: British American Tobacco
Uganda Limited
Deadline:07-Jan-2018
Job purpose and key
deliverables:
British American Tobacco has an exciting
opportunity for an Executive Administrator to join our team in Kampala.
Background Infomation:
British American Tobacco is
all about freedom of choice — whether it’s our people or our products. Combined
with our entrepreneurial spirit, it’s what’s driven our phenomenal
success. We started trading tobacco
over a hundred years ago. Today, we’re a multibillion dollar company with more
than 200 brands in our portfolio. With robust positions in each of our regional
markets, our future looks equally bright too.
There’s no doubt our industry is controversial
— we’re the first to admit that. But rest assured, we take a responsible
approach to our trade. In each of our markets, we observe every local law
regarding tobacco (in many cases going further through our own voluntary code).
Not only that, we treat our farmers fairly, invest in the environment and help
to sustain local communities.
We also excel at developing our own people
into leaders of the future. As a firm with a high-performance culture, we’ll
expect a lot from you. But we’ll support you every step of the way to help you
deliver. If you’re passionate and ambitious, rapid career progression is a
reality here. And because we’re such a large firm (we employ more than 55,000
people worldwide), there are plenty of exciting opportunities for you to
develop a truly extraordinary career.
Purpose Statement
To contribute to BAT, Uganda
Business results by providing proactive high value Administrative and
Secretarial support to the Managing Director and staff.
Operational Results
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
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.
Company Fleet coordination
·
Management of the Company fleet
of vehicles. Coordinate the service providers to ensure higher service levels
are achieved.
·
Coordinate staff usage of fleet
vehicles to ensure adherence to policy, efficient use of fleet resources and
time escalation of fleet matters.
·
Coordinate all reporting needs of
fleet
Management Results
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.
Essential requirements
·
Strong business working
communication skills with excellent understanding of the process
·
University degree or higher
Diploma in Management
·
Proficient in English and report
writing skills (proficient in Microsoft Office - Power Point, Excel etc.)
·
Ability to work with minimum
supervision
·
Good organisational 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.
·
Eye for details
How To Appply:
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