Job Title: Executive Assistant
Organization: Petroleum
Authority of Uganda (PAU)
Authority of Uganda (PAU)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Executive
Director (ED)
Director (ED)
About Us:
The Petroleum Authority of Uganda (PAU) has been put in place as
recommended in the National, Oil and Gas policy of Uganda and in accordance
with Section 9 of the Petroleum (Exploration, Development and Production) Act
2013. The mandate of the PAU is to regulate the oil and gas sector in Uganda
including ensuring that petroleum operations in Uganda are carried out in
accordance with the relevant laws, regulations, guidelines, statutes and in
line with international petroleum industry best practice.
recommended in the National, Oil and Gas policy of Uganda and in accordance
with Section 9 of the Petroleum (Exploration, Development and Production) Act
2013. The mandate of the PAU is to regulate the oil and gas sector in Uganda
including ensuring that petroleum operations in Uganda are carried out in
accordance with the relevant laws, regulations, guidelines, statutes and in
line with international petroleum industry best practice.
Job Summary: The Executive
Assistant will support the Executive Director (ED) with a variety of
administrative, managerial and technical tasks ensuring the smooth operation of
the Authority by providing professional, technical and confidential support to
the ED. The incumbent will provide efficient and effective planning, directing,
managing and coordinating of the day-to-day activities under the office of the
ED.
Assistant will support the Executive Director (ED) with a variety of
administrative, managerial and technical tasks ensuring the smooth operation of
the Authority by providing professional, technical and confidential support to
the ED. The incumbent will provide efficient and effective planning, directing,
managing and coordinating of the day-to-day activities under the office of the
ED.
Key Duties and
Responsibilities:
Responsibilities:
·
Prepare presentations and speeches for the ED
basing on researched facts and information relating to the subject matter.
Prepare presentations and speeches for the ED
basing on researched facts and information relating to the subject matter.
·
The incumbent will routinely update the ED on
the prevailing global trends in the oil and gas sub sector.
The incumbent will routinely update the ED on
the prevailing global trends in the oil and gas sub sector.
·
Accompany the ED to meetings and other
engagements as and when required and provide the necessary support.
Accompany the ED to meetings and other
engagements as and when required and provide the necessary support.
·
Develop, implement and maintain
procedures/administrative systems in the Office of the ED.
Develop, implement and maintain
procedures/administrative systems in the Office of the ED.
·
In charge of managing databases for reports,
minutes, correspondences, clientele contacts among others for ease of
reference.
In charge of managing databases for reports,
minutes, correspondences, clientele contacts among others for ease of
reference.
·
Scrutinize and advise the ED on all incoming and
outgoing documentation and correspondences in the office of the ED.
Scrutinize and advise the ED on all incoming and
outgoing documentation and correspondences in the office of the ED.
·
Appropriate handling of communication in the
office of the ED.
Appropriate handling of communication in the
office of the ED.
·
Coordinate and manage all logistical
requirements of the ED’s travel arrangements including preparing the itinerary,
the necessary documents, planning for accommodation arrangements among others.
Coordinate and manage all logistical
requirements of the ED’s travel arrangements including preparing the itinerary,
the necessary documents, planning for accommodation arrangements among others.
·
The incumbent will coordinate and maintain the
diary of the ED including organizing of all appointments, meetings, and
official events and advise accordingly where necessary.
The incumbent will coordinate and maintain the
diary of the ED including organizing of all appointments, meetings, and
official events and advise accordingly where necessary.
·
Expedite the exchange of information between the
Office of the ED and other relevant entities.
Expedite the exchange of information between the
Office of the ED and other relevant entities.
·
Prepare meeting agendas and minutes of all
meetings in the office of the ED, ensuring that action lists are availed and
followed up by relevant persons in a timely manner.
Prepare meeting agendas and minutes of all
meetings in the office of the ED, ensuring that action lists are availed and
followed up by relevant persons in a timely manner.
·
Work closely with the Human Resource Manager to
supervise all the support staff in the ED’s office
Work closely with the Human Resource Manager to
supervise all the support staff in the ED’s office
·
Perform any other duties as may be assigned by
the ED.
Perform any other duties as may be assigned by
the ED.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Petroleum Authority
Executive Assistant job opportunity must hold a Master’s degree in an oil and
gas related field from an internationally recognized University.
The applicant for the Petroleum Authority
Executive Assistant job opportunity must hold a Master’s degree in an oil and
gas related field from an internationally recognized University.
·
Possession of a Bachelor’s degree (Hons) in
either Office Management, Secretarial Studies or Social Sciences from an
internationally recognized institution.
Possession of a Bachelor’s degree (Hons) in
either Office Management, Secretarial Studies or Social Sciences from an
internationally recognized institution.
·
At least five (5) years’ related experience
serving in a similar or related position in a reputable and busy environment.
At least five (5) years’ related experience
serving in a similar or related position in a reputable and busy environment.
·
Possession of a post graduate qualification in
Business Administration, Public Administration or related disciplines.
Possession of a post graduate qualification in
Business Administration, Public Administration or related disciplines.
·
Knowledge of, and experience in the oil and gas
sector.
Knowledge of, and experience in the oil and gas
sector.
·
Evidence of knowledge of current affairs in the
oil and gas sector.
Evidence of knowledge of current affairs in the
oil and gas sector.
·
Innovative and with a proven high level of
integrity.
Innovative and with a proven high level of
integrity.
·
Ability to work independently and in a team.
Ability to work independently and in a team.
·
Proven track record of outstanding performance.
Proven track record of outstanding performance.
·
Excellent interpersonal and communication
skills.
Excellent interpersonal and communication
skills.
·
Ability to network and negotiate with people of
diverse backgrounds.
Ability to network and negotiate with people of
diverse backgrounds.
·
Ability to work under pressure and adapt to
varying situations with a high degree of attention to detail and initiative.
Ability to work under pressure and adapt to
varying situations with a high degree of attention to detail and initiative.
·
Ability and willingness to work late and during
weekends.
Ability and willingness to work late and during
weekends.
·
Excellent skills in Microsoft office
applications.
Excellent skills in Microsoft office
applications.
·
Ability to multitask and with good
organisational skills
Ability to multitask and with good
organisational skills
How to Apply:
All suitably qualified and interested candidates are encouraged to send
their download this form, Click
Here and fill it in indicating the telephone and email contacts for
both the applicant and three reputable referees. The signed applications
together with copies of certified academic and professional qualifications
should be addressed and submitted in triplicate to the following address;
their download this form, Click
Here and fill it in indicating the telephone and email contacts for
both the applicant and three reputable referees. The signed applications
together with copies of certified academic and professional qualifications
should be addressed and submitted in triplicate to the following address;
The Executive Director,
Petroleum Authority of Uganda (PAU) Liaison Office Room B 416,
4th floor Amber House,
Plot 29/33, Kampala Road,
P.O. Box 7270, Kampala. Uganda
Deadline: 31st
October, 2016 by 5:00PM
October, 2016 by 5:00PM
NB: Applications
delivered through registered mail and courier will be accepted as long as they
are received before the above-mentioned deadline for submission. Please note
that only shortlisted candidates will be contacted and any form of lobbying
will lead to automatic disqualification.
delivered through registered mail and courier will be accepted as long as they
are received before the above-mentioned deadline for submission. Please note
that only shortlisted candidates will be contacted and any form of lobbying
will lead to automatic disqualification.
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