Administrative Intern

About Deloitte

Deloitte provides industry-leading audit and assurance, tax and legal, consulting, financial advisory, and risk advisory services to nearly 90% of the Fortune Global 500® and thousands of private companies. Our professionals deliver measurable and lasting results that help reinforce public trust in capital markets, enable clients to transform and thrive, and lead the way toward a stronger economy, a more equitable society and a sustainable world. Building on its 175-plus year history, Deloitte spans more than 150 countries and territories. Learn how Deloitte’s approximately 415,000 people worldwide make an impact that matters at www.deloitte.com

Deloitte is dedicated to providing value added solutions to our clients. We take pride in our reputation for providing a globally consistent quality service, an integrated approach and world-class expertise. Deloitte is renowned for its innovative and collaborative culture, where talented people work closely with like-minded individuals to achieve collective success.

Deloitte East Africa provides seamless cross-border services to multinationals, large national enterprises, small and medium sized enterprises and the public sector, across three (3) countries in the region: Kenya, Uganda and Tanzania.

A career with Deloitte offers you the opportunity to engage with and work alongside leading corporations within the East African region, and an opportunity to start and grow your career within a dynamic and rewarding environment. You will get the support, coaching and training needed to advance your career in Uganda and within the East Africa market.

What impact will you make?

At Deloitte we have a clear purpose, to make an impact that matters to our clients, our colleagues and our communities. From professional development to leadership opportunities and career advancement, we empower our people to be their very best - because that’s how you make an impact.

About the Department

Deloitte East Africa has a robust Internal Client Services unit positioned to deliver outstanding value and services needed to achieve Deloitte's vision. It enables client facing staff to work efficiently and effectively.

Deloitte (Uganda) Limited currently has an exciting opportunity for dynamic persons to join our Internal Clients Services - Administration team as an Intern. This position will be based in our Uganda office in Kampala.

Main Purpose of Job

The Internship will provide you with good hands-on experience in various aspects of Administration. You will provide assistance to the organization’s external and internal clients, and specifically manage our front office.

What you will do

Front Office Management

• Ensure that the reception area is kept tidy at all times;
• Receive and record incoming hand deliveries, sign for them, and place in trays for dispatch to the different departments and staff;
• 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;
• Hold letters, cheques and documents for collection by clients;
• Ensure necessary publications are available at the reception;
• Arrange for accommodation for incoming staff in liaison with Procurement office;
• Maintain confidentiality and proper records management of clients’ information;
• Archive files in liaison with the Administration & Security Officer;
• Organize for stationary, vouchers and follow up with de clean desk etc.;
• Co-ordinate courier services; and
• Front line for health and other relevant protocols (Record staff in office daily, check temperature of staff and all that access office and emphasize SOPs are observed daily).

Office Administration:

• Book meeting rooms through outlook calendar for staff as and when requested;
• Manage Partners’ diaries;
• Order all office stationery/ business cards including all printed stationery;
• Request for 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;
• Process office recharges for DHL packages;
• Assist in preparation of monthly costing of outgoing couriers for re-charging, and pass them to the Administration Officer for checking and forwarding to the Finance department before the set deadline.
• Raise receive, record and submit local purchase orders;
• Follow up on all invoices in assigned areas to ensure correctness of invoices, timely approval and follow up on payments;
• Involvement in supplier’s procurement processes;
• Recharge the stationery and photocopy docket;
• Ensure that the office machines/equipment are in good working order at all times 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; and  
• Ensure that water is delivered to the drinking points.

Security:

• Oversee the security of the office by ensuring doors are locked at the prescribed time and report any security issues arising to the Admin/Security Officer; and
• Ensure that all light bulbs in the offices are replaced immediately they blow up.

Events Management:

• 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.

Communication:

• Support in fiscalisation, dispatch and follow up of fee notes as requested;

• Provide clerical support by attending departmental (and other selected) meetings, preparing agenda, take notes, circulate minutes and timely follow up on action items after meetings; and
• 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.

Others:

• Perform any other tasks as may be assigned from time to time.

Required Qualifications and Experience

• Bachelor’s Degree in Office Science and Management, Secretarial services, Library and Information Management, or related Humanities qualification from a recognized institution;
• At least one (1) years’ experience in an Administrative, Office Management or Customer Service role in a busy environment is an added advantage;
• Availability from August 2023; and
• Be a Ugandan Citizen.

Behavioural competencies

• Communicates effectively both in writing and verbally;
• Strong organization skills;
• Good interpersonal skills;
• Keen to learn;
• Focus on delivery;
• Is adaptable;
• Ability to solve basic problems related to specific tasks; and
• Basic understanding of business.

Technical Competencies

• Basic knowledge of the standardized routines of the role;
• Basic knowledge of Outlook and Microsoft Office programs relevant to the role; and
• Excellent report writing skills.

Key Performance Areas

1. Strategic Impact - Under supervision, completes standard basic tasks that impact delivery of the broader team in relation to overall strategy of the service area.
2. Budgets/Profitability - Effectively uses time, equipment and resources.
3. Development/Growth of Team - Actively works to address identified development areas.

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 - Builds own understanding of our purpose and values; explores opportunities for impact.

Influence - Focuses on developing effective communication and relationship-building skills.

Performance drive - Understands expectations and demonstrates personal accountability for keeping performance on track.

Strategic direction - Seeks to understand how their daily work contributes to the priorities of the team and Deloitte Global.

Talent development - Demonstrates commitment to personal learning and development; understands his/ her potential role as a 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 work—always striving to be an organization that is held up as a role model of quality, integrity, and positive change. Learn more about Deloitte’s 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. 

Closing date: 30 July 2023

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

At Deloitte, we want everyone to feel they can be themselves and to thrive at work—in 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.