Job
Title: Executive Assistant to National Director
Title: Executive Assistant to National Director
Organisation: World Vision
International
International
Reports
to: National Director
to: National Director
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
About
US:
US:
World Vision
International is a Christian Relief, Development and Advocacy Non-Government
Organization dedicated to working with children, families and communities to
overcome poverty and injustice. We currently work in over 41 districts in
Uganda. World Vision is committed to the protection of children and we will not
employ people whose background is not suitable for working with children. All
employment is conditioned upon the successful completion of all applicable
background checks, including criminal record checks where possible. “Our Vision
for every child, Life in all its fullness. Our prayer for every Heart, the will
to make it so.”
International is a Christian Relief, Development and Advocacy Non-Government
Organization dedicated to working with children, families and communities to
overcome poverty and injustice. We currently work in over 41 districts in
Uganda. World Vision is committed to the protection of children and we will not
employ people whose background is not suitable for working with children. All
employment is conditioned upon the successful completion of all applicable
background checks, including criminal record checks where possible. “Our Vision
for every child, Life in all its fullness. Our prayer for every Heart, the will
to make it so.”
Job
Summary: The Executive Assistant to National Director will be in charge of the management
of the National Director‘s office including providing administrative support to
the National Director to enable her make the best use of his/her time as head
of growing International Organization
Summary: The Executive Assistant to National Director will be in charge of the management
of the National Director‘s office including providing administrative support to
the National Director to enable her make the best use of his/her time as head
of growing International Organization
Key
Duties and Responsibilities:
Duties and Responsibilities:
1. Office Management:-
·
Managing all communication to the National
Director’s office in manner that ensures that it receives appropriate attention
Managing all communication to the National
Director’s office in manner that ensures that it receives appropriate attention
·
Screening telephone calls, enquiries and requests
and handling them when appropriate
Screening telephone calls, enquiries and requests
and handling them when appropriate
·
Taking and relaying messages accurately and in a
timely manner to the relevant person in the organization.
Taking and relaying messages accurately and in a
timely manner to the relevant person in the organization.
·
Responsible for the management and coordination of
visitors
Responsible for the management and coordination of
visitors
2. Internal Communication:-
·
Coordinate the flow and exchange of information to
and from the National Director’s office
Coordinate the flow and exchange of information to
and from the National Director’s office
·
Pro-actively coordinate incoming and outgoing
correspondences and ensuring that response deadlines are met for the ND.
Pro-actively coordinate incoming and outgoing
correspondences and ensuring that response deadlines are met for the ND.
·
Coordinate with other Divisional Directors through
administrative assistants
Coordinate with other Divisional Directors through
administrative assistants
3. General Administration:-
·
Management of the National Directors Diary and
appointments
Management of the National Directors Diary and
appointments
·
Support the National Director in managing output,
work flow and office deadlines
Support the National Director in managing output,
work flow and office deadlines
·
Maintain a proper filing system for the ND’s
office on all correspondences
Maintain a proper filing system for the ND’s
office on all correspondences
·
Manage the assets and the designated office
equipment within the ND’s Office.
Manage the assets and the designated office
equipment within the ND’s Office.
4. Logistics:-
·
Work closely with the relevant individuals,
external organizations etc. to arrange meetings, prepare agendas for the ND.
Work closely with the relevant individuals,
external organizations etc. to arrange meetings, prepare agendas for the ND.
·
Manage and coordinate ND’s local and international
travel arrangements including flight, hotel reservations and travel insurances.
Manage and coordinate ND’s local and international
travel arrangements including flight, hotel reservations and travel insurances.
·
Arrange travel and accommodation where necessary
Arrange travel and accommodation where necessary
·
Coordinate official visitors for the ND.
Coordinate official visitors for the ND.
·
Provide logistical support during the Senior
Leadership Team meetings
Provide logistical support during the Senior
Leadership Team meetings
Qualifications,
Skills and Experience:
Skills and Experience:
·
The ideal candidate should preferably hold a Degree
in Office Management and information science.
The ideal candidate should preferably hold a Degree
in Office Management and information science.
·
A minimum of three years’ experience in a similar
role with a recognized organization preferably an INGO.
A minimum of three years’ experience in a similar
role with a recognized organization preferably an INGO.
·
Computer literate with proficiency in the use of
MS word, Excel, lotus notes and other related packages
Computer literate with proficiency in the use of
MS word, Excel, lotus notes and other related packages
·
Possess excellent public relations and good
command of written and spoken English
Possess excellent public relations and good
command of written and spoken English
·
Excellent interpersonal communication skills
Excellent interpersonal communication skills
·
Demonstrated strengths in planning and
organization
Demonstrated strengths in planning and
organization
·
Capable of working under minimum supervision
Capable of working under minimum supervision
·
Must be flexible
Must be flexible
NB:
Only Ugandan Nationals are encouraged to apply.
Only Ugandan Nationals are encouraged to apply.
How
to Apply:
to Apply:
All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
Please follow
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal. Qualified female
candidates are particularly encouraged to apply.
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal. Qualified female
candidates are particularly encouraged to apply.
Deadline:
20th January, 2016
20th January, 2016
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