International Red Cross Administration Jobs – Executive Secretary

Job Title:  Executive Secretary
Organization: The International Committee of the
Red Cross (ICRC)
Duty Station: Kampala, Uganda
Reports to: ICRC
Head of Delegation & Administrator
         
About ICRC:
The International Committee of
the Red Cross (ICRC) is a neutral and independent international humanitarian
organisation, which assists and protects victims of armed conflicts and other
situations of violence.
Key Duties and Responsibilities: 
1. The ICRC Executive
Secretary will be responsible for Information Management:
  • Proposes
    suitable measures for the flow and sharing of information and documents,
    making use of the tools available.
  • Organise
    and manage the information flow (internal & external), in line with
    the needs of the delegation and technological evolutions, proposes changes
    and improvements in order to ensure the right treatment and sharing of
    documents.
  • Ensure
    that mails and documents (electronic or paper) are shared with the persons
    concerned and that institutional documents are properly filed plus
    standard e-filing (electronic) system are properly archived (paper
    documents inclusive).
  • Train,
    supervise and support users on all topics related to information
    management to ensure optimal performance.
2. Serve as the Reference
person for the following:
  • ICRC
    protocol, rules for correspondence, document security, filing and
    intermediary archiving and how to use standard computer technology.
  • Ensure
    compliance with the rules of visual identity in external presentations,
    letterheads, etc.
  • Ensure
    that all users understand the need for and apply ICRC related policy and
    procedures.
  • Mentors,
    trains and actively support users on above mentioned topics.
3. Technically supports the
Head of delegation and the management team to organize the priorities of the
delegation:
  • Acts
    as a facilitator within the management team and eases decision making
    process, ensuring a coordinated and consistent work flow.
  • Is
    responsible for the general secretarial work of the management and will,
    amongst others tasks, maintain regular contacts with Headquarters,
    delegations and external contacts, follow up appointments, organizes
    meetings and carries out receptions for the Head of delegation, taking
    minutes of meeting, compiles and edits Operational Reports, (monthly,
    quarterly and annually).
4. Responsible for Welcome
service duties
:
  • Organizes
    and ensures appropriate accommodation for new arrivals, visitors,
    Upcountry field trips and workshops.
  • Prepares
    briefing program, basic country information for in-coming staff.
  • Makes,
    confirms flight reservations and purchases tickets for professional and
    private travel.
  • Co-ordinates
    flight schedules and arranges airport/hotel pick-up and drops.
  • Processes
    proper travel and immigration requirements (visas, travel insurance, work
    permits, etc.) for all staff. Arranges and organizes school enrolment of
    expatriate’s children, among other tasks.
  • Other
    general tasks include Verifying hotel, workshops/seminars, travel agent
    and airline invoices before payment.
  • Manages,
    supervises and trains the Receptionist.
Qualifications, Skills and Experience: 
  • The
    candidate should hold a University degree or equivalent
  • At
    least two to five years’ work experience in a similar function
  • Possess
    excellent command of written and spoken English (French and other
    languages, an asset).
  • Proficiency
    in Microsoft office applications, ability to use internet and email
    applications.
  • Sense
    of responsibility, ability to take initiative and to work independently.
  • Driving
    licence is an advantage
  • Possess
    excellent planning, organizational and analytical skills
  • High
    sense of responsibility, proactive and methodical with a human touch.
  • Excellent
    communication, reporting and interpersonal skills;
  • Possess
    the ability to train, coach and motivate others
  • Service
    oriented with capacity to work independently
  • Ability
    to work within a team and to integrate him/herself and learn new skills
    interest for humanitarian activities
How to Apply:
All interested candidates should
send their handwritten application with a detailed CV indicating email and
phone contacts, copies (not originals) of academic and work certificates, indicating
a minimum of two professional referees. The applications should clearly be
marked “
Executive Secretary” and addressed to the Administrator in a sealed envelope
should be at the following address: ICRC Kampala office on Plot 8, John Babiiha
Avenue, Kololo, P.O. Box 4442, Kampala. Uganda
Note:
  • Register your application with the Receptionist (or
    Security guard, during out of office hours) and receive a reference number
    for tracking your application,
  • Only applications that fulfill the criteria stated
    above will be considered.
  • No payments are required or accepted for this process
    and any canvassing will lead to disqualification.
Deadline: Friday, 30th January, 2015
For More Ugandan Jobs, Please
Visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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