Office Assistant job at World Bank Uganda | Apply Now

Duties And Responsibilities (includes But Not Limited To)

• Provide professional reception and administrative support services to the organization.

• Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails.

• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.

• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.

• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.

• Handle the physical custody of office supplies.

• Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise.

• Assist in preparing short documents, letters and electronically applying basic computer skills.

• Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.

• Ensure a neat and tidy appearance of reception and waiting area.

• Backs-up other team members in routine office functions, as required and especially SharePoint.

• Manage the office access system including security clearance for staff, visitors and meetings.

• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.

• Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.