The Ugandan Jobline

• 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.

• 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.

• 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).

• 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.

• 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

• 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.

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