mTrac Executive Assistant to Ministry of Health (MoH) Resource Centre – UNICEF

Position: mTrac
Executive Assistant to Ministry of Health (MoH) Resource Centre
Level: NOA
Duration: 6 months
Duty Station: Kampala, Uganda
Purpose of Assignment: The successful candidate will be responsible
for handling Executive Assistant duties. This includes ensuring that the office
of the Assistant Commissioner of Health Services/Resource Centre operates in an
efficient and effective manner by supporting heavy and ever changing calendar
management, receiving and making high volume phone calls, making travel
arrangements, making office appointments, arrangements handling or delegating
office errands, supporting event planning and other project activities as
needed. The Executive Assistant must possess exceptional verbal and written
communication skills, tact and diplomacy, and above average time management
Key Responsibilities:
Assist with daily activities and project work for the Assistant Commissioner of
Health Services/Resource Centre:
• Collaborate with team members to create a smooth work flow and meet deadlines
• Monitor email correspondence to Assistant Commissioner of Health
Services/Resource Centre and traffic accordingly • Follow up on action items •
Prepare necessary business correspondence; perform word processing of
confidential documents including spreadsheet, and presentation computer
software • Perform professional errands as needed • Travel in land as required
• Develop and maintain an effective filing system • Take minutes of all
Resource Centre Division meetings • Transcribe materials as needed • Monitor
traffic and scheduling for Assistant Commissioner of Health Services/Resource
Centre and staff • Critical interface with Assistant Commissioner of Health
Services/Resource Centre’s official guests • Coordinating between departments
and operating units in resolving day-to-day administrative and operational
problems • Scheduling and coordinating meetings, interviews, events and other
similar activities • Sending out and receiving mail and packages • Coordinate
travel arrangements for Assistant Commissioner of Health Services/Resource
Centre and staff
This job description in no way
states or implies that these are the only duties to be performed by this
employee. He or she will be required to follow any other instructions and to
perform any other duties requested by his or her supervisor. Consultant will
work closely with the UNICEF Alive, T4D, SPE, Communications sections, MoH and
with a wide range of stakeholders. It is expected that Consultant will be
available in Uganda for the entire consultancy period. This position should be
considered a full-time assignment.
Tasks and Deliverables 1. A high-level overview of current Resource
Centre areas of responsibility, activities and plans. Recommendations for
improving efficiencies for the effective administering of mTrac. (3-5 page
report on activities and progress to date including recommendations for
improving operations at Resource Centre in relation to mTrac.)
  1. Review of Resource Centre mTrac related activities to
    date including progress on roll-out, major issues, risks and mitigating
    actions. (2-3 page report on activities and progress to date including the
    current list of major risks and issues impacting the administration of the
    mTrac programme.)
  2. Overview of mTrac data usage and analysis of if (and
    how) the digital collection mechanism is an improvement over HMIS
    paper-based forms. (3-5 page report on mTrac data usage including a review
    of users/partners with access, examples of successful or innovative data
    use and a comparison to traditional paper-based HMIS data.)
  3. Review of mTrac administration effectiveness and
    impact of implemented process changes and other recommendations. (3-5 page
    document to cover progress to date including a review of changes to mTrac
    administration processes and their impact.)
  4. Overview of mTrac TWG and other meetings of
    significance including major decisions made, new implementing partners
    approved and other milestones. (2-3 page document covering progress and
    activities to date focused on the latest developments in mTrac roll-out
    progress and stakeholder involvement.)
  5. Final report on mTrac administration progress,
    results of process improvements, status of data usage and recommendations.
    (3-5 page report to summarise all activities and progress from 6 months
    and new recommendations for Resource Centre and mTrac.)
  6. Prepare and distribute mTrac TWG and steering
    committee agendas and minutes to all participants. (Distribute agendas at
    least 3 days prior to and minutes within 1 week after all mTrac meetings.
    Monthly (as meetings occur))
Qualifications or specialized knowledge/experience required for the assignment:
Bachelors’ degree and strong
academic credential preferred.
Minimum five years’ experience in
support position to executive-level personnel.
• Must be extremely organized and
able to coordinate several different projects/activities at the same time •
Intermediate to advanced computer skills in Excel, Word and Outlook • Proven
ability to remain flexible in the work environment and manage multiple
priorities under time constraints in a fast paced environment, with an
attention to detail • Exceptional oral and written communication skills •
Highest degree of confidentiality, tact and diplomacy required • Ability to be
pro-active and detail-oriented: must work successfully under pressure and
handle all situations with the highest degree of professionalism • Ability to
work independently and as part of a team • Demonstrate professionalism,
including phone etiquette, manners, appearance, attitude • Level headed
decision making abilities • Ability to work under high demands and expectations
• Ability to work non-traditional hours during peak season • Ability to
maintain and analyze problems and help with solutions
How to apply
Send letter of interest, CV and
any relevant sample work (links or attachments)
Applications must be received by 4 June 2012

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