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Personal Assistant Job – Royal Embassy of Saudi Arabia
Job Title: Personal Assistant
Organisation: Royal Embassy
of Saudi Arabia
of Saudi Arabia
Reports to: Ambassador
About US:
NFT Consult, a
leading HR Consultancy firm, seeks to recruit for its valuable client, The Royal
Embassy of Saudi Arabia acts as the representative of the Saudi government in
Uganda to promote Saudi interests and to give assistance to Saudi nationals in
Uganda.
leading HR Consultancy firm, seeks to recruit for its valuable client, The Royal
Embassy of Saudi Arabia acts as the representative of the Saudi government in
Uganda to promote Saudi interests and to give assistance to Saudi nationals in
Uganda.
Key Duties and Responsibilities: The Personal Assistant will support the Ambassador
in the implementation of the following;
in the implementation of the following;
Record
Management:
Management:
·
Implement and maintain a well-organized secretarial
function which includes a complete administrative and filing system.
Implement and maintain a well-organized secretarial
function which includes a complete administrative and filing system.
·
Take minutes of meetings and ensuring distribution
to all concerned within two weeks.
Take minutes of meetings and ensuring distribution
to all concerned within two weeks.
·
Confirm accuracy of incoming correspondence, liaise
with originators and forward once ready for signature.
Confirm accuracy of incoming correspondence, liaise
with originators and forward once ready for signature.
·
Scan documents and systematically file on BIP.
Scan documents and systematically file on BIP.
Travel
Support: Book all air tickets, accommodation and make transportation arrangements
for travelling directors and managers.
Support: Book all air tickets, accommodation and make transportation arrangements
for travelling directors and managers.
Confirm
Itinerary:
Itinerary:
·
Inquire about travel visas for foreign trips and
where required, make the necessary arrangements to obtain the visas.
Inquire about travel visas for foreign trips and
where required, make the necessary arrangements to obtain the visas.
·
Support the travelling Director/Manager with any
other logistical needs and stay in touch until the traveler comes back to the
home office.
Support the travelling Director/Manager with any
other logistical needs and stay in touch until the traveler comes back to the
home office.
Meeting
Support
Support
·
Manage MD’s calendar and meetings including all
logistics for the said meetings (venue, refreshments, types of meetings such as
monthly review, weekly reviews etc).
Manage MD’s calendar and meetings including all
logistics for the said meetings (venue, refreshments, types of meetings such as
monthly review, weekly reviews etc).
·
Circulate actions and confirm completion two weeks
before the meetings
Circulate actions and confirm completion two weeks
before the meetings
·
Regularly review contents and quality of Board
papers
Regularly review contents and quality of Board
papers
·
Confirm that all approvals are appropriately signed
Confirm that all approvals are appropriately signed
·
Format, review, and forward to the Company Secretary.
Format, review, and forward to the Company Secretary.
·
File all submissions and minutes in the BIP.
File all submissions and minutes in the BIP.
Correspondence
Management:
Management:
·
Receive and stamp all incoming mail
Receive and stamp all incoming mail
·
Manage all office correspondence and redirect where
necessary.
Manage all office correspondence and redirect where
necessary.
·
Work closely with Directors to reply to
letters/queries on behalf of the directors when appropriate.
Work closely with Directors to reply to
letters/queries on behalf of the directors when appropriate.
·
Answer and redirect incoming calls
Answer and redirect incoming calls
Appointment
Management: The incumbent will be maintaining the Director;s
diaries and schedule appointments
Management: The incumbent will be maintaining the Director;s
diaries and schedule appointments
Resolve time
conflicts arising from the diaries
conflicts arising from the diaries
Risk
Management:
Management:
·
Identify and bring to management attention any
perceived risks pertaining to the management of the office.
Identify and bring to management attention any
perceived risks pertaining to the management of the office.
·
Expeditiously follow up on all mitigating actions
from the identified risks to confirm implementation and close out of such risks
and any outstanding actions with the Risk department.
Expeditiously follow up on all mitigating actions
from the identified risks to confirm implementation and close out of such risks
and any outstanding actions with the Risk department.
Office
Management: Co-ordinate all office requirements as need arises
by bringing those requirements to the attention of relevant owners and follow
up until resolved.
Management: Co-ordinate all office requirements as need arises
by bringing those requirements to the attention of relevant owners and follow
up until resolved.
Key Performance Indicators:
·
Filing system maintained.
Filing system maintained.
·
Scheduling appointments done.
Scheduling appointments done.
·
Logistical arrangements for meetings conducted
Logistical arrangements for meetings conducted
·
Taking minutes of meetings done.
Taking minutes of meetings done.
·
Handling all office correspondence.
Handling all office correspondence.
·
Travel arrangements.
Travel arrangements.
·
Accurate and efficient typing of correspondence
Accurate and efficient typing of correspondence
Qualifications, Skills and
Experience:
Experience:
·
The Personal Assistant should have excellent office
administration and secretarial skills
The Personal Assistant should have excellent office
administration and secretarial skills
·
Good typing skills.
Good typing skills.
·
Excellent organizational skills
Excellent organizational skills
·
High degree of confidentiality and integrity
High degree of confidentiality and integrity
·
High degree of reliability.
High degree of reliability.
·
Time management skills
Time management skills
·
Computer literacy skills
Computer literacy skills
·
Good customer relations skills.
Good customer relations skills.
How to Apply:
All suitably
qualified candidates should visit the web link below and create a profile on
the NFT Consult website by entering their e-mail addresses. Please visit web
link below and click Apply now if convinced you have the job requirements. The
applications/CVs should be prepared in English and submitted in either MS Word
or PDF format will be considered.
qualified candidates should visit the web link below and create a profile on
the NFT Consult website by entering their e-mail addresses. Please visit web
link below and click Apply now if convinced you have the job requirements. The
applications/CVs should be prepared in English and submitted in either MS Word
or PDF format will be considered.
For More
Ugandan Jobs, Please Visit https://www.theugandanjobline.com
or find us on our facebook page https://www.facebook.com/UgandanJobline
Ugandan Jobs, Please Visit https://www.theugandanjobline.com
or find us on our facebook page https://www.facebook.com/UgandanJobline
Duty Station: Kampala,
Uganda
Uganda