Receptionist/Administrative Assistant

The incumbent will provide effective support to the Administration team while ensuring timely delivery of work in the allocated area.

What you will do

• Ensure that the reception area is always kept tidy.
• Receive and record incoming hand deliveries sign for them and track delivery of the same to appropriate individuals internally in a timely manner.
• Receive clients and visitors and notify relevant department/staff members of their arrival.
• Receive telephone messages and advise staff or clients.
• Ensure that outgoing all outgoing mails/documents are registered and signed for upon pickup by the right recipients.
• Prepare monthly costing of outgoing couriers for re-charging and pass them to the Administration and Security Officer for checking and forwarding to the Finance department before set deadlines.
• Hold letters cheques and documents for collection by clients.
• Ensure necessary publications are available at the reception.
• Book meeting rooms through outlook calendar for staff as and when requested.
• Ensure that meeting rooms are under lock and key provided upon signoff to persons that booked to use them.
• Arrange international and domestic travels through booking flights & taxis for staff.
• Ensure relevant approvals and accountability for all transport.
• Manage the diary/electronic schedule of the Partner/Director including acknowledging invitations scheduling appointments keeping track of all planned meetings that require attendance by the Partner/Director.
• Ensure that Partner/ Director is properly briefed on and familiar with the agenda in advance of all meetings.
• Support with arrangements for visiting Partners/Directors (Hotel booking airport transfers local transport office access office space and any other required enabler for visits).
• Making travel arrangements and processing travel expenses and claims.
• Perform background research/collect information for various special reports required by the Partners and Managers and present the findings in a usable form.
• Order all office stationery/ business cards including all printed stationery.
• Requisition cash for newspapers water Partners lunch and other related items as and when they arise.
• Order all kitchen consumables i.e. sugar tea bags coffee etc.
• Maintain stock controls of all office materials and consumables.
• Co-ordinate courier services.
• Process office recharges for: car hires Partners lunches office breakfast supplies newspapers and DHL packages.
• Raise local purchase requisitions purchase orders and goods receipt vouchers.
• Follow up on all invoices in assigned areas to ensure correctness of invoices timely approval and follow up on payments.
• Involvement in suppliers procurement processes.
• Recharge the stationery and photocopy docket.
• Ensure that quarterly maintenance service of office equipment is carried out as per the contract.
• Ensure that the office machines/equipment are always in good working order and any faults reported and necessary repairs carried out in a timely manner.
• Ensure that drinking water and disposable cups are delivered as per the contract. 
• Ensure that water is delivered to the drinking points.
• Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Administration and Security Officer.
• Coordinate logistics and planning for special events conferences meetings and other training on or off-site including booking rooms preparing presentation materials ensuring that catering services and other necessary materials are available.
• Contribute to the development of effective communication and knowledge management systems including efficient handling of paper flow storage retrieval and sharing of information within the department and wider firm updating departmental procedure manuals and practice guidelines while maintaining the necessary levels of confidentiality.
• Contribute to the development of effective communication and knowledge management systems including efficient handling of paper flow storage retrieval and sharing of information within the department and wider firm updating departmental procedure manuals and practice guidelines while maintaining the necessary levels of confidentiality.
• Provide clerical support by attending departmental (and other selected) meetings preparing agenda minutes and following up on the agreed action points.
• Perform any other tasks as may be assigned from time to time.

Note: The list of tasks/duties and responsibilities contained in this document is not necessarily exhaustive. Deloitte may ask the employee to carry out additional duties or responsibilities which may fall reasonably within the ambit of the role profile depending on operational requirements.

Qualifications :

Required Qualifications and Experience

• Must be a holder of at least a Diploma in a business related field.
• A minimum of two (2) years experience in Front Office management/Receptionist Administration Personal Assistant or Customer Care role in a large organization.
• Excellent communication skills both written and verbal.
• Proficiency in Microsoft applications including Microsoft Office Outlook Word PowerPoint and Excel.
• Be a Ugandan Citizen or have a valid work permit to work in Uganda.

Behavioural competencies

• Excellent communication skills both written and verbal.
• Good interpersonal and relationship building skills.
• Effective interpersonal and relationship building skills.
• Strong client delivery focus.
• Be willing to work under minimal supervision and learn new skills.
• Strong desire to develop self and others.
• Adaptable and able to manage change and ambiguity with ease; and
• Sound problem-solving ability.

Technical competencies

• Excellent report writing skills.
• Sound financial knowledge and understanding.
• Sound business acumen.
• Focus on quality and risk.
• Well-developed computer user skills.
• Demonstrated capability in interaction at all levels briefing analysis and project management skills.
• Experience in drafting and delivering presentations.
• Good report writing skills.

Additional Information :

Your role as a leader

At Deloitte we believe in the importance of leadership at all levels. We expect our people to embrace and live our purpose by challenging themselves to identify issues that are most important for our clients our people and for society and make an impact that matters.

Leadership Capabilities

Living our Purpose - Identifies and embraces our purpose and values and puts these into practice in their professional lives.

Influence - Builds relationships and communicates effectively in order to positively influence peers and other stakeholders.

Performance drive - Seeks opportunities to challenge self; teams with others across businesses and borders to deliver and takes accountability for own and team results.

Strategic direction - Understands objectives for clients and Deloitte aligns own work to objectives and sets personal priorities.

Talent development - Develops self by actively seeking opportunities for growth shares knowledge and experiences with others and acts as a strong brand ambassador.

Why Deloitte

At Deloitte our professional development plan focuses on helping people at every level of their career to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders we believe there is always room to learn. We offer opportunities to help build world-class skills in addition to hands-on experience in the global fast-changing business world.

Deloitte opens the door to a career that can cross borders virtually and physically across the African continent and globally to gain experience and access projects beyond our borders. We value difference and embrace people with diverse backgrounds experiences abilities and thinking styles.

Our purpose

Deloitte is led by a purpose: to make an impact that matters. Every day Deloitte people are making a real impact in the places they live and work. We pride ourselves on doing not only what is good for clients but also what is good for our people and the communities in which we live and workalways striving to be an organization that is held up as a role model of quality integrity and positive change. Learn more about Deloittes impact on the world. #Makinganimpactthatmatters

Recruiter Tips

We want job seekers exploring opportunities at Deloitte to feel prepared and confident. To help you with your interview we suggest that you do research to know some background about our firm and the business area you are applying to.

Your details will be treated with confidentiality and will not be shared with any third party.

If you meet the above requirements please visit our website and apply online: Deloitte East Africa Careers portal. 

To the successful candidates the Firm will offer a competitive and performance driven remuneration package a highly energized team environment comprising individuals who are committed to working as one producing results and enjoying it.

Please ensure your updated resume and academic certificates (University and High school) are attached for your application to be considered.

Your details will be treated with confidentiality and will not be shared with any third party.

Closing date: Sunday 27 July 2025.

Additional Information

We are an equal opportunity employer and do not ask individuals to pay any fees or money as part of the recruitment process. Women and Persons with Disabilities are encouraged to apply.

At Deloitte we want everyone to feel they can be themselves and to thrive at workin every country in everything we do every day. We aim to create a workplace where everyone is treated fairly and with respect including reasonable accommodation for persons with disabilities. We seek to create and leverage our diverse workforce to build an inclusive environment across the African continent.

Be careful of Recruitment Scams: Fraudsters or employment scammers often pose as legitimate recruiters employers recruitment consultants or job placement firms advertising false job opportunities through email text messages and WhatsApp messages. They aim to cheat jobseekers out of money or to steal personal information.

To help you look out for potential recruitment scams here are some Red Flags:

• Upfront Payment Requests: Deloitte will never ask for any upfront payment for background checks job training or supplies.
• Requests for Personal Information: Be wary if you are asked for sensitive personal information especially early in the recruitment process and without a clear need for it. Fraudulent links or contractual documents may require the provision of sensitive personal data or copy documents (e.g. government issued numbers or identity documents passports or passport numbers bank account statements or numbers parents data) that may be used for identity fraud. Do not provide or send any of these documents or data. Please note we will never ask for photographs at any stage of the recruitment process.
• Unprofessional Communication: Scammers may communicate in an unprofessional manner. Their messages may be filled with poor grammar and spelling errors. The look and feel may not be consistent with the Deloitte corporate brand.

If you are unsure make direct contact with Deloitte using our official contact details. Be careful not to use any contact details provided in the suspicious job advertisement or email.

At Deloitte we want everyone to feel they can be themselves and to thrive at workin every country in everything we do every day. We aim to create a workplace where everyone is treated fairly and with respect including reasonable accommodation for persons with disabilities. We seek to create and leverage our diverse workforce to build an inclusive environment across the African continent.

Note: The list of tasks / duties and responsibilities contained in this document is not necessarily exhaustive.  Deloitte may ask the employee to carry out additional duties or responsibilities which may fall reasonably within the ambit of the role profile depending on operational requirements.

Be careful of Recruitment Scams: Fraudsters or employment scammers often pose as legitimate recruiters employers recruitment consultants or job placement firms advertising false job opportunities through email text messages and WhatsApp messages. They aim to cheat jobseekers out of money or to steal personal information.

To help you look out for potential recruitment scams here are some Red Flags:

• Upfront Payment Requests: Deloitte will never ask for any upfront payment for background checks job training or supplies.
• Requests for Personal Information: Be wary if you are asked for sensitive personal information especially early in the recruitment process and without a clear need for it. Fraudulent links or contractual documents may require the provision of sensitive personal data or copy documents (e.g. government issued numbers or identity documents passports or passport numbers bank account statements or numbers parents data) that may be used for identity fraud. Do not provide or send any of these documents or data. Please note we will never ask for photographs at any stage of the recruitment process.
• Unprofessional Communication: Scammers may communicate in an unprofessional manner. Their messages may be filled with poor grammar and spelling errors. The look and feel may not be consistent with the Deloitte corporate brand.

If youre unsure make direct contact with Deloitte using our official contact details. Be careful not to use any contact details provided in the suspicious job advertisement or email.