Description

Job Purpose

The role holder will provide day-to-day office support services to the Business Development function, including office cleanliness and organisation, filing and records management, visitor reception, meeting and training room preparation, and daily office hospitality. The role ensures a well-organised, professional and welcoming office environment that enables Business Development staff, Financial Advisors and visitors to operate effectively, in line with Britam Life Uganda’s retail distribution strategy.

Key Responsibilities

• Maintain the cleanliness, tidiness and general organisation of the Business Development office and shared spaces at all times.
• Support document filing and records management, ensuring files and administrative records are properly organised, stored and easily retrievable.
• Receive and welcome visitors, Financial Advisors and clients to the office, directing them appropriately and coordinating office logistics.
• Prepare meeting rooms and training facilities ahead of scheduled meetings, trainings and events, including seating, equipment and materials.
• Support the management of office inventory and assets, including stationery, supplies and equipment, flagging re-order needs in good time.
• Handle routine office errands, including collection and delivery of documents, mail and packages as required.
• Provide daily office hospitality support, including preparation of refreshments for Financial Advisors, staff and visitors.
• Provide general administrative support to the Business Development Manager and wider team, including photocopying, scanning and basic correspondence.
• Support the setup and breakdown of venues for advisor recruitment, onboarding and training activities.
• Report maintenance, cleanliness or facilities issues promptly to ensure a safe and professional working environment.
• Maintain a professional and courteous manner in all interactions with staff, Financial Advisors and visitors, upholding the Company’s image.
• Perform any other office support or administrative duties as assigned in support of the Business Development function.

Key Performance Measures

• Office cleanliness, tidiness and organisation standards maintained
• Turnaround time for filing, document retrieval and office errands
• Visitor and Financial Advisor satisfaction with office reception and hospitality
• Meeting and training room readiness and turnaround time
• Accuracy of inventory and asset tracking and timeliness of re-order flagging

Working Relationships

Internal Relationships

• Business Development Manager
• Sales Recruitment & Training Officer
• Sales Administrator – FA Network
• Customer Service Assistant
• Branch and Unit Managers
• Other departments as and when required

External Relationships

• Financial Advisors
• Visitors and clients
• Suppliers and vendors (office supplies and services)

Knowledge, experience and qualifications required

Knowledge, Experience & Qualifications Required

• Bachelor’s degree in any business-related field; further training in business administration or office management is an added advantage
• Basic communication skills in English, both written and spoken
• Demonstrated ability to use basic office equipment (photocopier, scanner, telephone); basic computer literacy is an added advantage
• Prior experience in an office support, hospitality or front-of-house role is an added advantage
• Reliable, well-organised and presentable, with a strong sense of responsibility and discretion

Competencies

Technical & Functional Competencies

• Strong organisational skills and attention to detail in maintaining office order and records
• Reliable and punctual, able to manage multiple routine tasks with minimal supervision
• Courteous, presentable and professional in all visitor and staff interactions
• Trustworthy and discreet in handling office documents, keys and office resources

Core Competencies

• Good Communication Skills
• Building Relationships
• Focuses on the Customer
• Develops Self
• Solves Problems

• Maintain the cleanliness, tidiness and general organisation of the Business Development office and shared spaces at all times.
• Support document filing and records management, ensuring files and administrative records are properly organised, stored and easily retrievable.
• Receive and welcome visitors, Financial Advisors and clients to the office, directing them appropriately and coordinating office logistics.
• Prepare meeting rooms and training facilities ahead of scheduled meetings, trainings and events, including seating, equipment and materials.
• Support the management of office inventory and assets, including stationery, supplies and equipment, flagging re-order needs in good time.
• Handle routine office errands, including collection and delivery of documents, mail and packages as required.
• Provide daily office hospitality support, including preparation of refreshments for Financial Advisors, staff and visitors.
• Provide general administrative support to the Business Development Manager and wider team, including photocopying, scanning and basic correspondence.
• Support the setup and breakdown of venues for advisor recruitment, onboarding and training activities.
• Report maintenance, cleanliness or facilities issues promptly to ensure a safe and professional working environment.
• Maintain a professional and courteous manner in all interactions with staff, Financial Advisors and visitors, upholding the Company’s image.
• Perform any other office support or administrative duties as assigned in support of the Business Development function.

• Strong organisational skills and attention to detail
• Reliable and punctual
• Courteous, presentable and professional
• Trustworthy and discreet
• Good Communication Skills

• Bachelor’s degree in any business-related field
• Basic communication skills in English, both written and spoken
• Demonstrated ability to use basic office equipment (photocopier, scanner, telephone)
• Prior experience in an office support, hospitality or front-of-house role is an added advantage
• Reliable, well-organised and presentable