NGO Administration Jobs – Personal Assistant (PA) to the CEO at CoRSU

Organization: CoRSU
Duty
Station:
Kisubi, Wakiso, Uganda
Reports
to
: Chief Executive Officer
About
CoRSU:
CoRSU was established in 2006 as a private non
profit, non government organization in Uganda after extensive consultation with
various stake holders. It is a Ugandan initiative which was encouraged and
supported by CBM with the main aim of expanding and improving the
rehabilitation services for children and people with disability.
The primary focus is on children with physical
impairment for whom CoRSU provides orthopaedic and plastic/reconstructive
surgical interventions and rehabilitation services. CoRSU provides free surgery
for CWDs below 17 years of age; parents/guardians are expected to contribute
towards hospital stay (accommodation and food).
Job
Summary:
 The Personal Assistant (PA) will organise the
office of the Chief Executive Officer (CEO) and ensure proper flow of
information within CoRSU Hospital. The incumbent is responsible for taking
Board minutes as well as those pertaining to the CEO’s meeting as shall be
asked from time to time.  He/she shall
type documents, maintain a proper filing system (including retrieval of
reports/critical documents), organise the CEO’s itinerary, schedule, receive
and coordinate all visitors to the CEO, handle incoming/outgoing mail as well
as telephone calls.
Key
Duties and Responsibilities: 
  • Updates and maintains a diary for the (CEO) for meetings, workshops,
    visitors, business trips and other engagements
  • Organize travel arrangements, and prepare requests for travel
    reimbursements for the CEO
  • Compose routine correspondence including institutional reports to be
    issued from the CEO’s Office
  • Take dictations and transcribe them, prepare/write minutes
    (including Board Minutes) and disseminate 
    them as requested
  • Answer telephone calls, screen calls, and route them to the
    respective offices
  • Type confidential correspondence and other documents for the CEO and
    keep utmost secrecy of such issues
  • Organise Senior Management team (SMT) meetings and well as other
    meetings by the CEO and take minutes
  • Operate the office solutions requirements (equipment and stationary)
    including photocopying official documents
  • Receive and screen visitors to the CEO’s Office, arrange
    appointments for the CEO and ensure that they are properly co-ordinated
  • Actively facilitate communication between the CEO’s office and the
    Board, other departments; stakeholders/partners, as well as other
    organisations and individual persons.
  • Handle all outgoing and incoming mail, (ensuring regular post office
    box checks),  sort and screen them,
    reply those that can be replied without consultation, and distribute the
    rest to the appropriate offices for action
  • Establish and maintain a proper document filing system
  • Ensure control usage of office stationery and office equipment
    issued to the CEO’s Office
  • Actively coordinate welfare services to the CEO’s office
Key
Performance Indicators:
  • Minutes pertaining to CEO’s work and the Board well taken/prepared
    and disseminated
  • Well organised and managed Office of the CEO
  • Update dairy for the CEO’s movements
  • Correspondences to the CEO’s Office accurately screened
  • A good organisational image maintained in the CEO’s Office
  • Information prepared and distributed to appropriate offices on time
  • Speech writing for different functions the CEO will be expected to
    officiate at
  • High levels of confidentiality exhibited
Qualifications,
Skills and Experience: 
  • The candidate should hold a Degree in Secretarial Studies or its
    equivalent
  • Additional training in Office and Records Management   
  • Past Public Relations/Customer Care 
    training
  • A minimum of five or more years as an executive secretary in a
    senior office in a busy organisation  
  • Self and Time Management
  • Possess excellent computer skills   
  • Administrative procedures
  • Excellent command of the English language
  • Possess excellent communication skills
  • Interpersonal Relations   
  • High degree or personal integrity
  • Confidentiality
  • Non-judgemental approach to human relations
How
to Apply: 
All suitably qualified and interested candidates are
strongly encouraged to send their application letters with detailed CVs,
motivation letters and copies of professional / academic certificates to hr@corsu.or.ug or hand deliver to the Head of
Human resources, CoRSU Hospital, P.O. Box 46, Kisubi, Uganda.
Deadline:
20th February, 2015
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