Job Title: Executive Assistant
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Secretary
General
General
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Executive Assistant will manage the office
of the Secretary General and provide the necessary administrative and
secretarial support it requires.
of the Secretary General and provide the necessary administrative and
secretarial support it requires.
Key Duties and Responsibilities:
1.
Manage incoming and outgoing calls in the office of the secretary general:
Manage incoming and outgoing calls in the office of the secretary general:
·
Develop and implement a mechanism to manage calls
and free up the SG’s work schedule
Develop and implement a mechanism to manage calls
and free up the SG’s work schedule
·
Keep a record of all incoming and outgoing calls
Keep a record of all incoming and outgoing calls
·
Direct calls to the rightful persons
Direct calls to the rightful persons
·
Quickly respond to calls that require immediate
response within her jurisdiction.
Quickly respond to calls that require immediate
response within her jurisdiction.
·
Provide information to the clients in a timely
manner
Provide information to the clients in a timely
manner
2.
Provide support to the office of the secretary general:
Provide support to the office of the secretary general:
·
Draft, word process, edits letters and memos for the
secretary general’s signature
Draft, word process, edits letters and memos for the
secretary general’s signature
·
The incumbent will also receive, stamp, sort,
review, and record all mails that come to the office of the secretary general.
The incumbent will also receive, stamp, sort,
review, and record all mails that come to the office of the secretary general.
·
Make and receive calls and forward incoming calls to
the respective stakeholders in line with ULGA policies and practice
Make and receive calls and forward incoming calls to
the respective stakeholders in line with ULGA policies and practice
·
Regularly check and read emails and respond
accordingly in line with the organization policies and procedures
Regularly check and read emails and respond
accordingly in line with the organization policies and procedures
·
Follow up on letters and documents to and from the
secretary general’s office to the respective units for action and feedback in
line with the practice
Follow up on letters and documents to and from the
secretary general’s office to the respective units for action and feedback in
line with the practice
3.
Organize internal and external meetings, trainings, workshops and conferences
in line where the secretary general has to attend:
Organize internal and external meetings, trainings, workshops and conferences
in line where the secretary general has to attend:
·
Organize internal and external meetings, trainings,
workshops and conferences in line with the unit’s strategy
Organize internal and external meetings, trainings,
workshops and conferences in line with the unit’s strategy
·
The incumbent will draft invitation letters
The incumbent will draft invitation letters
·
Prepare a budget for the workshop and seek for
approval as per policy and the concept note
Prepare a budget for the workshop and seek for
approval as per policy and the concept note
·
Follow up the invitation to confirm attendance
Follow up the invitation to confirm attendance
·
Follow up on logistics like transport, allowances,
first aid facilities etc. in line with the schedule of the meeting/trainings
Follow up on logistics like transport, allowances,
first aid facilities etc. in line with the schedule of the meeting/trainings
·
Ensure proper room arrangement as per protocol in
line with the expected participant
Ensure proper room arrangement as per protocol in
line with the expected participant
4.
Manage the office of the Secretary General:
Manage the office of the Secretary General:
·
Implement a robust hard copy and e-document filing
system for the SG’s office
Implement a robust hard copy and e-document filing
system for the SG’s office
·
The Executive Assistant will file documents in line
with ULGA’s records management policies
The Executive Assistant will file documents in line
with ULGA’s records management policies
·
Take minutes of meetings as assigned by the SG
Take minutes of meetings as assigned by the SG
·
Ensure that information relevant to the organization
and clients is available & within reach for example the brochures,
newsletter etc.
Ensure that information relevant to the organization
and clients is available & within reach for example the brochures,
newsletter etc.
·
Provide timely information to the clients in a
timely manner
Provide timely information to the clients in a
timely manner
5.
Maintain a diary for the Secretary General’s appointments, receive visitors:
Maintain a diary for the Secretary General’s appointments, receive visitors:
·
Maintain diary for the Secretary general, ensuring
ALL critical assignments, schedules and meetings are adequately scheduled.
Maintain diary for the Secretary general, ensuring
ALL critical assignments, schedules and meetings are adequately scheduled.
·
Cordially receive visitors and brief them on ULGA
activities and arrange follow up if necessary according to the known ULGA practices
Cordially receive visitors and brief them on ULGA
activities and arrange follow up if necessary according to the known ULGA practices
·
Make, keep records and update of the Secretary
General.
Make, keep records and update of the Secretary
General.
·
Make a programme/itinerary for the visitors to the
unit and monitor their movement in line with their schedules
Make a programme/itinerary for the visitors to the
unit and monitor their movement in line with their schedules
6.
Perform Administrative Duties:
Perform Administrative Duties:
·
Schedule meetings for the secretary general
Schedule meetings for the secretary general
·
Receive clients
Receive clients
·
Take part in the organisation meetings.
Take part in the organisation meetings.
·
Type the minutes
Type the minutes
7.
Reporting:
Reporting:
·
Compile periodic reports to secretary general for
the issues that need her/his attention.
Compile periodic reports to secretary general for
the issues that need her/his attention.
·
Compile departmental performance reports and other
secretariat-agreed reports in line with ULGA’s reporting requirements
Compile departmental performance reports and other
secretariat-agreed reports in line with ULGA’s reporting requirements
·
Coordinate the dissemination of outputs of
management meetings to relevant staff/stakeholders in line with instructions
from the
Coordinate the dissemination of outputs of
management meetings to relevant staff/stakeholders in line with instructions
from the
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Executive Assistant job
opportunity should hold a Degree or Diploma in Administration, Social Sciences,
Commerce, BBA, or relevant field
The applicant for the Executive Assistant job
opportunity should hold a Degree or Diploma in Administration, Social Sciences,
Commerce, BBA, or relevant field
·
At least two years’ practical experience in a
similar position in a busy institution.
At least two years’ practical experience in a
similar position in a busy institution.
·
Prior experience in managing a PBX or switch board.
Prior experience in managing a PBX or switch board.
·
Past exposure and experience of working in
multi-cultural environment
Past exposure and experience of working in
multi-cultural environment
·
Basic knowledge of Customer relations/
Basic knowledge of Customer relations/
·
Working knowledge and skills in regulations and
records management
Working knowledge and skills in regulations and
records management
·
Smartness and reflects the image of the organisation
Smartness and reflects the image of the organisation
·
Working knowledge and understanding of
Administration and general Office practice
Working knowledge and understanding of
Administration and general Office practice
·
Broad knowledge and understanding of Office security
management
Broad knowledge and understanding of Office security
management
·
Computer literacy i.e. Very versatile with the use
of computers for word processing, spreadsheets, desktop publishing, web content
management and internet communication technologies
Computer literacy i.e. Very versatile with the use
of computers for word processing, spreadsheets, desktop publishing, web content
management and internet communication technologies
·
Excellent communication skills
Excellent communication skills
·
Good report writing
Good report writing
·
Excellent presentation skills
Excellent presentation skills
·
Good planning, organisation, time management, and
coordination
Good planning, organisation, time management, and
coordination
·
Fluency in written and spoken English
Fluency in written and spoken English
·
Proficiency in MS Office
Proficiency in MS Office
·
Organisational awareness and service orientation
Organisational awareness and service orientation
NB: This is a re-advertisement so those who applied for these jobs in November 2015 don’t need to apply again.
How to Apply:
All suitably qualified and interested candidates should send a filled application form, Download Here, and send it to: [email protected]
Deadline: 11th January 2016
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