Job Title: Personal Assistant to the MD
Organisation: Micro-Haem
Scientifics and Medical Supplies Limited
Scientifics and Medical Supplies Limited
Duty Station: Kampala, Uganda
Reports to: Managing
Director
Director
About Us:
Micro-Haem Scientifics and Medical Supplies Limited mandate is supply
of high quality pharmaceutical and medical products (consumables and equipment)
of latest technology in Uganda and E. Africa; Manufacture Drugs and Medical
Devices/Instruments; Operate the Microhaem Medical Equipment Training School
(offer training, research, capacity building programmes, establish incubation
centre; collaborate with and outsource medical
professionals from related training institutions globally); run
curriculum that meets international
standards); and engage in maintenance, servicing and repairing of medical
equipment.
of high quality pharmaceutical and medical products (consumables and equipment)
of latest technology in Uganda and E. Africa; Manufacture Drugs and Medical
Devices/Instruments; Operate the Microhaem Medical Equipment Training School
(offer training, research, capacity building programmes, establish incubation
centre; collaborate with and outsource medical
professionals from related training institutions globally); run
curriculum that meets international
standards); and engage in maintenance, servicing and repairing of medical
equipment.
Job Summary: The Personal
Assistant provide an efficient and responsive administrative, organisational,
and logistical service to the MD, helping him to manage and prioritise his
time. The incumbent will be responsible for providing full secretarial
assistance to the management team during absences to ensure a high level of
service is maintained. This position will be of key importance within the
organisation and the successful candidate must have previous secretarial,
administrative experience and medical background within a fast-paced customer
facing environment. The incumbent will be able to demonstrate the ability to
effectively plan and organise workload and the initiative to resolve issues
quickly in an appropriate manner
Assistant provide an efficient and responsive administrative, organisational,
and logistical service to the MD, helping him to manage and prioritise his
time. The incumbent will be responsible for providing full secretarial
assistance to the management team during absences to ensure a high level of
service is maintained. This position will be of key importance within the
organisation and the successful candidate must have previous secretarial,
administrative experience and medical background within a fast-paced customer
facing environment. The incumbent will be able to demonstrate the ability to
effectively plan and organise workload and the initiative to resolve issues
quickly in an appropriate manner
Key Duties and
Responsibilities:
Responsibilities:
·
The incumbent will manage and maintain the MD’s
diary and email account.
The incumbent will manage and maintain the MD’s
diary and email account.
·
Filter emails, highlight urgent correspondence
and print attachments.
Filter emails, highlight urgent correspondence
and print attachments.
·
Organise inbound emails into the appropriate
folders and any relevant information to be copied into the correct file on the
hard drive.
Organise inbound emails into the appropriate
folders and any relevant information to be copied into the correct file on the
hard drive.
·
Respond to emails as much as possible, dealing
with appointments accordingly.
Respond to emails as much as possible, dealing
with appointments accordingly.
·
Ensure busy diary commitments, papers and travel
arrangements are managed effectively including producing a daily folder with
diary, necessary papers etc. and troubleshooting problems.
Ensure busy diary commitments, papers and travel
arrangements are managed effectively including producing a daily folder with
diary, necessary papers etc. and troubleshooting problems.
·
Conduct weekly diary meetings with the MD to
discuss upcoming engagements, invitations and other requests.
Conduct weekly diary meetings with the MD to
discuss upcoming engagements, invitations and other requests.
·
Schedule on behalf of the MD meetings between
him and his direct reports and the committees and groups to which he is a
member.
Schedule on behalf of the MD meetings between
him and his direct reports and the committees and groups to which he is a
member.
·
Coordinate travel and accommodation requirements
in connection with others and ensure arrangements in place for the MD match his
requirements.
Coordinate travel and accommodation requirements
in connection with others and ensure arrangements in place for the MD match his
requirements.
·
Filter general information, queries, phone calls
and invitations to the MD by redirecting or taking forward such contact as
appropriate.
Filter general information, queries, phone calls
and invitations to the MD by redirecting or taking forward such contact as
appropriate.
·
Ensure the MD is fully briefed on, or prepared
for, any engagements he is involved in.
Ensure the MD is fully briefed on, or prepared
for, any engagements he is involved in.
·
Keep and maintain an accurate record of papers
and electronic correspondence on behalf of the MD.
Keep and maintain an accurate record of papers
and electronic correspondence on behalf of the MD.
·
Prepare correspondence on behalf of the MD,
including the drafting of general replies.
Prepare correspondence on behalf of the MD,
including the drafting of general replies.
·
Minute general meetings as required and complete
research on behalf of the MD.
Minute general meetings as required and complete
research on behalf of the MD.
·
Keep and retrieve files.
Keep and retrieve files.
·
Ensure guests meeting with the MD are well taken
care of.
Ensure guests meeting with the MD are well taken
care of.
·
Provide a service that is in line with the MD’s
work habits and preferences.
Provide a service that is in line with the MD’s
work habits and preferences.
·
The incumbent will attend supervision, training
and meetings as and when required.
The incumbent will attend supervision, training
and meetings as and when required.
·
Perform other ad-hoc tasks in line with the
values of the Company that may be deemed necessary.
Perform other ad-hoc tasks in line with the
values of the Company that may be deemed necessary.
Key Results Areas:
·
Reduced turn-around time on responses mails and
appointments
Reduced turn-around time on responses mails and
appointments
·
Improved travel schedules and logistical
management
Improved travel schedules and logistical
management
·
Demonstrated organisational and planning ability
Demonstrated organisational and planning ability
·
Demonstrated effective communication
Demonstrated effective communication
·
Improved MD’s performance in document
processing, response to requests from departmental heads,
Improved MD’s performance in document
processing, response to requests from departmental heads,
·
Improved Records and Information Management
Improved Records and Information Management
·
Effective and efficient diary management
Effective and efficient diary management
·
Effective administrative processes (e.g. set up
of meetings, reminders and preparation producing presentation).
Effective administrative processes (e.g. set up
of meetings, reminders and preparation producing presentation).
Qualifications, Skills and
Experience:
Experience:
·
The applicant must hold a Degree level in the
following fields Bio-Medical Lab, Nursing, BBA, and MPH.
The applicant must hold a Degree level in the
following fields Bio-Medical Lab, Nursing, BBA, and MPH.
·
At least two (2) years PA/Secretarial experience
at a senior level
At least two (2) years PA/Secretarial experience
at a senior level
·
Shorthand and excellent typing skills, speed and
accuracy essential
Shorthand and excellent typing skills, speed and
accuracy essential
·
Good computer literacy (MS Office, Excel,
PowerPoint)
Good computer literacy (MS Office, Excel,
PowerPoint)
·
Excellent organisational skills
Excellent organisational skills
·
Excellent communication skills, both verbal and
written
Excellent communication skills, both verbal and
written
·
Professional telephone & email manner
Professional telephone & email manner
·
A good deal of common sense, etiquette and
ability to think
A good deal of common sense, etiquette and
ability to think
·
A good deal and observation and sense of
listening
A good deal and observation and sense of
listening
·
Proven ability to work under pressure and to
tight deadlines
Proven ability to work under pressure and to
tight deadlines
·
Bright, confident personality & Maintains
confidentiality
Bright, confident personality & Maintains
confidentiality
·
Well presented
Well presented
·
Highly personable & likeable /charming
Highly personable & likeable /charming
·
Flexible and mature approach with ability to
work unsupervised
Flexible and mature approach with ability to
work unsupervised
·
Willingness to travel
Willingness to travel
·
Age: Between 25-30 years
Age: Between 25-30 years
How to Apply:
All suitably qualified and interested applicants should send their
sealed applications either hand delivered or via post to:
sealed applications either hand delivered or via post to:
ACLAIM Africa Limited,
Plot M99 Nakasero Hill Lane,
P. O. Box 7202, Kampala, Uganda.
The completed applications should include a Cover Letter, Curriculum
Vitae indicating three professional referees, two of whom should have been
direct supervisors and Copies of Academic Certificates.
Vitae indicating three professional referees, two of whom should have been
direct supervisors and Copies of Academic Certificates.
Deadline: 14th October, 2016 by
5 pm.
5 pm.
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