Vacancy: Executive Assistant, Uganda Road Fund

Vacancy: Executive Assistant, Uganda Road Fund

Vacancy: Executive Assistant, Uganda Road Fund

 

EXECUTIVE ASSISTANT
Department: Executive Director’s Office
Reports to: Executive Director
Job Purpose: To provide efficient and effective administrative and logistical support to the Executive Director, Management and Board; and ensure easy and orderly access to records and information as well as processing of information.

Vacancy: Executive Assistant, Uganda Road Fund

Key duties and Responsibilities:
1. To provide assistance and support to the Executive Director in all organisational undertakings and project a professional image of the Uganda Road Fund.
2. Draft standard routine correspondence for the Executive Director’s signature; provide secretarial support to the Executive Director.
3. Prepare and timely process all correspondences to and from the Executive Director.
4. Provide a professional, efficient, effective and where relevant, confidential word processing and information management service including development of presentation material.
5. Being privy to information that must be protected, confidentiality and exercising discretion is a must.
6. Advise managers and staff of the Executive Director’s instructions, briefs, requests and enquiries for action and follow up as appropriate.
7. Manage the diary and commitments of the Executive Director, controlling access to the office of the Executive Director so that time is utilised efficiently.
8. Screen telephone calls on Executive Director’s behalf.
9. Manage and keep up to date, a library of key information and reports.
10. File correspondence and documents as necessary.
11. Arrange and host events on behalf of the Executive Director
12. Manage meetings, including administration of the agenda and minutes and follow up on agreed actions.
13. Make travel arrangements, bookings and prepare itineraries and obtain travel documents for the Executive Director and Board members.
14. Ensure that the Executive Director’s office is well supplied, kept clean and tidy at all times.
15. Ensure that all facilities and equipment in the office of the Executive Director are working and well maintained.
16. Perform any other duties assigned by Management from time to time.
Board:
Support the Executive Director / Secretary to Board to;
1. Organize Board/Committee Meetings and other Board related events such as training, Induction and Stakeholder engagements.
2. Compile Board Papers and Committee Reports, prepare the Secretariat brief and facilitate the preparation of Board Compendium to ensure timely distribution to Board Members within the stipulated notice requirements for Board and Committee meetings.
3. Follow-up, update and report Board and maintain a seamless communication amongst Board Members.
4. Studiously implement the Board Calendar ensuring Board members are adequately prepared, Board papers are proof read and error free and meetings are held timely and according to schedule.
5. Keep custody of all Board records and facilitate the access to information by Management as authorized by the Executive Director.
6. Prepare and maintain Board/Committee attendance registers, requisition for Board allowances and reimbursement costs for approval by the Executive Director.
Person Specifications:
a) A Bachelor’s degree in secretarial studies, office management, social sciences, arts in public administration, social works and social administration from a recognised university and have at least seven years’ progressive work experience including secretarial experience in a senior executive’s office in a corporate entity.
b) Excellent written and spoken command of the English Language.
c) Superior reading and writing skills to take notes, Board minutes and competence in Shorthand is a requirement and audio typing experience is an added advantage.
d) Ability to produce grammatically correct documents from notes with a typing speed of about 60 words per minute.
e) Proficiency in Microsoft Office suite including Word, Excel, Outlook and PowerPoint is essential.
f) Familiarity and confidence in the use of email and the internet for research and communication is required.
g) Membership of a Secretarial Affiliation and a Certificate in Administrative Law is an added advantage
h) Not above 40 years of age, physically fit, presentable and fitting the corporate culture and stature of the Executive Office.
Salary: Gross – UGX 6,900,000 (Six Million Nine Hundred Thousand Shillings Only)

Leave a Reply

Your email address will not be published. Required fields are marked *