Description

Ruko Establishments Milk Factory is hiring an Office Assistant to provide administrative and operational support to ensure the smooth running of daily office and factory administrative activities. The role includes managing the factory reception area, attending to visitors and phone inquiries, maintaining office cleanliness and supplies, and supporting staff welfare and logistics. The Office Assistant plays a vital role in promoting an efficient, clean, and professional work environment while delivering courteous and effective service to both staff and external visitors.

Duty Station: Kiruhura, Uganda

Reports to: Human Resource and Administration Manager

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Duties, Roles and Responsibilities

Office Administration & Support

• Maintain cleanliness and orderliness in offices, meeting rooms, and common areas.
• Manage office supplies by monitoring usage, replenishing stock, and maintaining records.
• Assist in preparing and organizing documents, photocopying, filing, and distributing correspondence.
• Support scheduling of meetings and appointments as directed by the Human Resource and Administration Manager.
• Handle internal communication and document delivery within departments.

Reception & Front Office Management

• Manage the factory reception area by welcoming visitors, directing them appropriately, and ensuring adherence to visitor protocols.
• Answer phone calls, take messages, and forward them to the relevant staff.
• Maintain a visitor logbook and ensure client and guest inquiries are handled promptly and professionally.
• Provide basic information to clients, visitors, and suppliers regarding factory operations and contacts.

Staff Welfare & Administrative Support

• Support in organizing staff welfare activities such as tea, meals, and general office refreshments.
• Ensure the availability of necessary office amenities such as water, stationery, and cleaning supplies.
• Assist in preparing office requisitions and following up on administrative procurement needs.
• Support new staff with basic office orientation, including workspace allocation and access to office facilities.

Customer Service & External Relations

• Provide courteous and efficient service to all visitors, clients, and suppliers.
• Handle minor customer complaints courteously and refer major concerns to the Human Resource and Administration Manager.
• Support communication between the factory and field or production teams for coordination of deliveries and meetings.

Record Keeping & Reporting

• Maintain accurate records of office supplies, visitor logs, and minor administrative transactions.
• Prepare simple daily or weekly activity reports for submission to the Human Resource and Administration Manager.
• Support the filing and retrieval of administrative and operational documents as needed.

Qualifications, Education and Competencies

• Education: Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: 1–2 years of experience in office administration, customer service, or front desk management (preferably in a manufacturing or service company).

Skills and Attributes:

• Excellent communication and interpersonal skills.
• Good organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Polite, professional, and customer-oriented attitude.
• Attention to detail and ability to maintain confidentiality.

Key Performance Indicators (KPIs)

• Office Cleanliness & Organization: Consistent maintenance of a clean, organized, and professional office environment.
• Customer & Visitor Satisfaction: Positive feedback and minimal complaints from clients and guests.
• Administrative Efficiency: Timely handling of office requests, filing, and document processing.
• Stock Management Accuracy: Proper tracking and replenishment of office supplies.
• Staff Welfare Support: Availability and timeliness of staff amenities and administrative assistance.
• Communication Efficiency: Prompt and accurate message relay and correspondence handling.
• Punctuality & Reliability: Consistent attendance and timely execution of assigned tasks.

• Maintain cleanliness and orderliness in offices, meeting rooms, and common areas.
• Manage office supplies by monitoring usage, replenishing stock, and maintaining records.
• Assist in preparing and organizing documents, photocopying, filing, and distributing correspondence.
• Support scheduling of meetings and appointments as directed by the Human Resource and Administration Manager.
• Handle internal communication and document delivery within departments.
• Manage the factory reception area by welcoming visitors, directing them appropriately, and ensuring adherence to visitor protocols.
• Answer phone calls, take messages, and forward them to the relevant staff.
• Maintain a visitor logbook and ensure client and guest inquiries are handled promptly and professionally.
• Provide basic information to clients, visitors, and suppliers regarding factory operations and contacts.
• Support in organizing staff welfare activities such as tea, meals, and general office refreshments.
• Ensure the availability of necessary office amenities such as water, stationery, and cleaning supplies.
• Assist in preparing office requisitions and following up on administrative procurement needs.
• Support new staff with basic office orientation, including workspace allocation and access to office facilities.
• Provide courteous and efficient service to all visitors, clients, and suppliers.
• Handle minor customer complaints courteously and refer major concerns to the Human Resource and Administration Manager.
• Support communication between the factory and field or production teams for coordination of deliveries and meetings.
• Maintain accurate records of office supplies, visitor logs, and minor administrative transactions.
• Prepare simple daily or weekly activity reports for submission to the Human Resource and Administration Manager.
• Support the filing and retrieval of administrative and operational documents as needed.

• Excellent communication and interpersonal skills.
• Good organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Polite, professional, and customer-oriented attitude.
• Attention to detail and ability to maintain confidentiality.

• Education: Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: 1–2 years of experience in office administration, customer service, or front desk management (preferably in a manufacturing or service company).