NGO Admin Jobs – Executive Assistant at Hospice Africa Uganda (HAU)

Organisation: Hospice Africa Uganda (HAU)
Duty Station: Kampala, Uganda
About HAU:
Since 1993, Hospice Africa Uganda (HAU) has promoted modern methods of
pain and symptom control as well as holistic care for patients living with
cancer and HIV/AIDs. HAU strives to uphold excellent clinical standards and
provide quality education courses and advocacy activities to promote the spread
of palliative care throughout Uganda and Africa. Hospice Africa Uganda has a
head office in Kampala and field offices in Hoima and Mbarara.
Job Summary: The HAU Executive Assistant will offer an
efficient and responsive administrative, organizational, and logistical service
to the Chief Executive Team (CET), helping them to manage and prioritize their
time.
Key Duties and
Responsibilities: 
  • Serve as the primary focal point of
    referral for appointments with CET;
  • Manage and maintain the CET’s diary and
    email account;
  • Filter emails, highlight urgent
    correspondence and print attachments;
  • Ensure busy diary commitments, papers, and
    travel arrangements are managed effectively including producing a daily
    folder with diary, necessary papers, etc. and troubleshooting problems;
  • Conduct weekly diary meetings with the CET
    to discuss upcoming engagements, invitations and other requests;
  • Schedule on behalf of the CET meetings
    between them and their direct reports and the committees and groups to
    which they are members;
  • Prepare, keep and maintain an accurate
    record of papers and electronic correspondence on behalf of the CET;
  • Filter general information, queries, phone
    calls and invitations to the CET by redirecting or taking forward such
    contact as appropriate;
  • Coordinate travel and accommodation
    requirements in connection with others and ensure arrangements in place
    for the CET that match their requirements;
  • Oversee the process of calling for
    briefing on behalf of the CET from start to finish to ensure that each of
    the CET members is fully prepared for all engagements;
  • Minute all general meetings as required
    and complete research on behalf of the CET office;
  • Ensure that all guests’ meetings with the
    CET are well taken care of;
  • Provide a service that is in line with the
    CETs work habits and preferences.
  • Act as an ambassador for the CET with all
    stakeholders both internally and externally;
  • Manage and develops appropriate processes
    to ensure that CET activity is co-ordinated, and carried out in a timely
    and effective manner, and in accordance with the team’s purpose,
    priorities and objectives.
  • Support and enhance productivity of the
    CET by supporting them to focus on their key priorities and objectives;
  • Actively engage with stakeholders in a
    useful and authentic way, building relationships, trust and understanding.
  • Build, grow and maintain external
    networks, keeping up to date with latest thinking, practice and innovation;
    stimulating thinking in others as a result.
  • Act as an ambassador for HAU complex,
    enhancing our reputation through effective and appropriate communication
    with suppliers, partners and other external bodies.
Qualifications, Skills and
Experience: 
  • The applicants should hold Bachelor’s
    Degrees in Secretarial studies or any other related field;
  • A minimum of three years’ experience in
    Personal Assistant/Executive Assistant role;
  • Past exposure and experience working in
    health related field is added advantage.
 How to Apply:
All suitably and qualified candidates with the necessary credentials
are required to hand deliver , E-mail or post a typed cover letter with and
updated CV indicating three professional referees to: The Head Human Resource
and Administration Director, Hospice Africa Uganda, Plot 130, Makindye Rd,
Opposite Makindye Country Club, P.O. Box 7757, Kampala, Uganda.
E-mail: humanresource@hospiceafrica.or.ug
NB: Emails must not exceed
2MB
Deadline: 20th June, 2014
For More Ugandan Jobs, Please Visit http://www.theugandanjobline.com
 or find us on our facebook page https://www.facebook.com/UgandanJobline

Leave a Reply

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