Personal Assistant Career Jobs – Stanbic Bank

Job Title:        Personal Assistant
Organisation: Stanbic Bank
Job ID: 15713
Duty Station: Kampala, Uganda
About US:
Stanbic
Bank Uganda Limited is a subsidiary of Stanbic Africa Holdings Limited which is
in turn owned by Standard Bank Group Limited (“the Group”), Africa’s leading
banking and financial services group. The Standard Bank Group is the leading
banking group focused on emerging markets. It is the largest African banking
group ranked by assets and earnings. Stanbic Bank Uganda Limited is the largest
bank in Uganda by assets and market capitalization. It offers a full range of
banking services through two business units; Personal and Business Banking
(PBB), and Corporate and Investment Banking (CIB).
Job Summary: The Personal Assistant will support Stanbic Bank
management by providing administrative support, secretarial functions,
procurement, travel management, resource schedule management, meeting and
workshop coordination. Act as the first point of contact for the executive
during their absence.
Key Duties and Responsibilities: 
1. Set up and manage
meetings for the executive:
  • Manage the diary of the executive, set up
    meetings or to accept meetings requested by others where needed.
  • Keenly track and monitor the acceptances and
    declines obtained from the relevant parties that have been invited to
    meetings. Resolve issues independently. Liaise with relevant parties to
    re-schedule any meetings.
  • Print all documentation relevant to meetings
    and prepare daily meeting packs and give them to the executive for their
    reference.
  • Take minutes of meetings. Ensure that the
    minutes are typed, approved by the meeting chair and distributed to the
    relevant parties within the agreed time period.
  • Arrange teleconferences and liaise with the
    stakeholders to secure a dial in pin for the meeting.
  • Screen requests for meetings or events to be
    attended by the executive and determine which ones would be appropriate
    for personal attendance and which ones should be delegated to other
    managers in the business unit.
2. Coordinate events and
road shows:
  • Arrange venues and catering for any team
    events utilising approved budget.
  • Manage the planning and execution of business
    events for the executive such as road shows, employee discussion forums,
    product launches, customer entertainment events and formal functions.
  • Develop invitee lists and obtain input from
    the executive and other seniors in the area to validate the list prior to
    using it.
  • Manage logistical requirements such as
    transfers to and from venues, parking, access, equipment rentals and
    payments. Call for support from the marketing team for large events.
  • Develop the invitations to events and
    roadshows and obtain support from marketing for external events.
3. Distribute invitations
and manage the responses.
  • Prepare the agenda for events and roadshows.
  • Work closely with exhibitors and speakers and
    ensure they understand the timeframes for their participation as well as
    the contents that are expected from them.
  • Offer administrative support to the executive
  • Prepare the key themes presentations and
    reviews for the executive by researching and packaging detailed content.
    Ensure that presentations are designed to reflect the business unit’s
    brand and executive’s personal style.
  • Oversee the management of the executive’s
    office to ensure smooth operations and that resources are available and
    operating effectively.
  • Draft communications to be distributed in the
    business on behalf of the executive. Obtain approval prior to
    distribution.
  • Develop leave plans for direct reports of the
    executive. Act as delegated approver for leave requests.
  • Personally oversee, with support from Human
    Capital, the onboarding of new direct reports in the executive’s team.
  • Maintain all confidential filing on behalf of
    the executive.
  • The PA will manage office logistics including
    drafting of floor plans and participate in move planning.
  • Manage corporate social investment by driving
    the supported causes, nominate participants and arrange match funding.
  • Keenly monitor operational expenses and
    support governance processes in the executive team
  • Monitor expense budgets on a monthly basis
    and highlight potential issues to the executive.
  • Review subordinate expense claims and prepare
    for sign off by the executive.
  • Maintain a gift and asset register for cost
    control and compliance purposes.
4. Manage travel
arrangements for the executive:
  • Work closely with Bank-approved travel
    agencies to make travel bookings for domestic, regional and international
    trips the executive has to undertake. Ensure that the executive’s
    preferences for hotel accommodation, airlines and transfers is taken into
    account, but within overall Bank travel policy requirements.
  • Ensure adherence to travel policy
    requirements in terms of class of travel and types of accommodation.
  • Arrange airport and hotel transfers.
  • Ensure that the executive is equipped with
    all relevant emergency contact details as well as accommodation and
    transfer contact information. Provide detailed trip itineraries.
  • Arrange for the ordering and delivery of
    foreign exchange for locations where corporate credit cards cannot be
    used.
Qualifications, Skills and Experience:
  • The applicant for the Stanbic Bank Personal
    Assistant vacancy should hold a Degree in administration
  • A minimum of seven years’ experience in
    Office Administration
  • A minimum of seven years’ experience in
    Secretarial Services
  • Working knowledge of Records and Archive
    Management
  • Financial Acumen
  • Diary Management
  • Financial Acumen
How to Apply:
All
candidates who wish to join the one of Africa’s biggest Banking Groups,
Standard Bank in the aforementioned capacity are encouraged to Apply Online by
visiting Link below.
Deadline: 7th March 2016
For
more of the latest jobs, please visit http://www.theugandanjobline.com or find
us on our Facebook page https://www.facebook.com/UgandanJobline

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