Job Title:    Office Administrator

Organization: AECOM

Duty Station: Kampala, Uganda

Job Summary: 

AECOM Uganda Jobs: The Office Administrator will ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

About US:

AECOM is a premier, fully integrated professional and technical services firm positioned to design, build, finance and operate infrastructure assets around the world for public- and private-sector clients. With nearly 100,000 employees — including architects, engineers, designers, planners, scientists and management and construction services professionals — serving clients in over 150 countries around the world, AECOM is ranked as the #1 engineering design firm by revenue in Engineering News-Record magazine’s annual industry rankings, and has been recognized by Fortune magazine as a World’s Most Admired Company. The firm is a leader in all of the key markets that it serves, including transportation, facilities, environmental, energy, oil and gas, water, high-rise buildings and government. AECOM provides a blend of global reach, local knowledge, innovation and technical excellence in delivering customized and creative solutions that meet the needs of clients’ projects. A Fortune 500 firm, AECOM companies, including URS Corporation and Hunt Construction Group, have annual revenue of approximately $19 billion.

Key Duties and Responsibilities: 

 Office administration:

  • Information to information Centre.
  • Update/maintain Lists of Approved Sub-Consultants.
  • Keep and maintain clear and concise Records for Auditing.
  • Client Satisfaction Surveys.
  • Maintain IMS Audit Register and coordinate responses to non-conformance with IMS team.
  • Maintain List of Responsible staff for Project.
  • Register of Sub-Consultants with FP&A.
  • Arrange for Collection of Tender Documents.
  • Tender Documentation Compilation and liaise with Strategy and Growth to ensure that the latest version of all company documentation used is for tender purposes.
  • Petty cash for purchase of tender documents.
  • Sales force capturing/maintenance.
  • Maintain Tender Bid Register.
  • All Travel and accommodation Arrangements.
  • Ordering of Flowers / Snack Baskets.
  • Updating of BU Staff Register.
  • Ensure that BU CV’s are updated every 6 months (January and July) and that these are placed on the server and available to Strategy and GROWTH for use in tenders.
  • Relevant information to new starters.
  • Monitor and record keeping of leave.
  • Workflow Changes in Oracle.
  • Ensure that all Timecards are entered timeously before the weekly deadline.
  • Maintain and update Information in electronic Library.
  • Assist with completion of IT request Forms.
  • Manage information on BU drive on the server (e.g. correct use of sub-folders, maintain tender folders etc.).
  • Paper filling where applicable.
  • Binding/Copying Documents.
  • Messenger Delivery/Collection Notes.
  • Order Stationery and Check for accuracy of the order when delivered.
  • Monitor the usage of stationery.
  • Arrange for Courier where applicable.
  • Assist with completing and submitting training applications.
  • Ensure that vendors for external training and other services are registered with FP&A.
  • Follow up on payments to vendors for external training.
  • Maintain training register and submit periodically to HR.
  • Assist with financial management:
  • Assist with financial reports as required.
  • Submit to F&A & Follow-up on Payment of Invoices.
  • Timecard Management and month end duties as required.

Provide Office support:

  • With the Business Units/PMs, prepare meeting agendas and supporting material for distribution.
  • Ensure the timely distribution of material to the attendees.
  • Booking of meeting rooms and providing refreshments /catering where applicable.
  • Arrange venue and catering for marketing and other BU functions where applicable.
  • Support the BU with meeting, travel and other arrangements.
  • Draft minutes of BU meetings for review by the BU Leader or any of the PMs as required.
  • Create action list for management staff from board meetings.
  • Maintain Birthday Calendar of all resources in the BU and update BU Leader daily.

Qualifications, Skills and Experience: 

  • The applicant for the Office Administrator job must hold a Degree.
  • Proficiency in the use of computer programs
  • MS Office (MS Word, Excel, Power Point, Outlook etc.).
  • Oracle.
  • E-mail – Outlook.
  • Internet.
  • Proficiency in the use of office equipment:
  • Computer.
  • Voice messaging systems.
  • Photo copier.
  • Proficiency in office management
  • Prior logistics and coordination experience.

How to Apply:

All suitably qualified and interested candidates who wish to join AECOM are encouraged to apply online by clicking on the web link below.

Click Here



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