Job Title: Executive Secretary
Organisation: AMREF Health
Africa
Africa
Duty Station: Kampala,
Uganda
Uganda
Reports to: Country Director
About AMREF:
AMREF Health Africa is an international African organization founded in
Kenya in 1957. Our Headquarters are in Nairobi with major programmes in
Ethiopia, Kenya, South Sudan, Tanzania and Uganda, and two regional nubs in
Southern and Western Africa based in South Africa and Senegal Respectively.
Working with and through African communities, health systems and governments,
Amref Health Africa aims to close the gap that prevents people from accessing
their basic right to health. Amref Health Africa is committed to improving the
health of people in Africa by partnering with and empowering communities. Our
Vision is Lasting Health Change in Africa.
Kenya in 1957. Our Headquarters are in Nairobi with major programmes in
Ethiopia, Kenya, South Sudan, Tanzania and Uganda, and two regional nubs in
Southern and Western Africa based in South Africa and Senegal Respectively.
Working with and through African communities, health systems and governments,
Amref Health Africa aims to close the gap that prevents people from accessing
their basic right to health. Amref Health Africa is committed to improving the
health of people in Africa by partnering with and empowering communities. Our
Vision is Lasting Health Change in Africa.
Job Summary: The Executive
Secretary will provide executive administrative and management support to the
Country Director and the Amref Health Africa in Uganda Advisory Board
Secretary will provide executive administrative and management support to the
Country Director and the Amref Health Africa in Uganda Advisory Board
Key Duties and
Responsibilities:
Responsibilities:
Planning and organizing the Country Director’s office
·
Taking an active role to coordinate and manage
the Country Director’s calendar, travels, meetings and preparation of associated
files and background papers to ensure that meetings and events occur on time;
Taking an active role to coordinate and manage
the Country Director’s calendar, travels, meetings and preparation of associated
files and background papers to ensure that meetings and events occur on time;
·
In charge of scheduling and organising monthly
teleconferences with Africa SMT
In charge of scheduling and organising monthly
teleconferences with Africa SMT
·
Provides customer service for the office as
first point of contact; and
Provides customer service for the office as
first point of contact; and
·
Maintaining the office inventory and stationary
supplies.
Maintaining the office inventory and stationary
supplies.
Communications support and information flow:
·
In charge of analysing substantive incoming
documents and researching case history and background and drafting appropriate
replies for the CD /Board;
In charge of analysing substantive incoming
documents and researching case history and background and drafting appropriate
replies for the CD /Board;
·
Preparing reports and ensuring effective and
timely communication between Country Director’s office and those inside and
outside Amref Health Africa; and
Preparing reports and ensuring effective and
timely communication between Country Director’s office and those inside and
outside Amref Health Africa; and
·
Work closely with both external and internal
contacts in coordination with the Country Director to ensure follow-up and execution
of planned activities, including but not limited to Amref Health Africa
collaborators, donors, partners, managers and staff as may be relevant.
Work closely with both external and internal
contacts in coordination with the Country Director to ensure follow-up and execution
of planned activities, including but not limited to Amref Health Africa
collaborators, donors, partners, managers and staff as may be relevant.
Managing the preparation of Amref Health Africa board meetings
·
Coordinating the preparation and planning of
Advisory / Board meetings and Board committees for all Board members,
Coordinating the preparation and planning of
Advisory / Board meetings and Board committees for all Board members,
·
Taking minutes during board meetings.
Taking minutes during board meetings.
·
Point of contact for Board members/Board
Chairperson;
Point of contact for Board members/Board
Chairperson;
·
Following-up Board decisions requiring action by
the Country Director and senior management;
Following-up Board decisions requiring action by
the Country Director and senior management;
·
Collating all agenda and board papers,
distributing to all participants;
Collating all agenda and board papers,
distributing to all participants;
·
Providing and coordinating of board secretariat
during board meetings;
Providing and coordinating of board secretariat
during board meetings;
·
Selection of actual venue for board meetings and
handling of all logistics including travels for all participants;
Selection of actual venue for board meetings and
handling of all logistics including travels for all participants;
·
Provide accountability for allowances to all
Board and Non-Board committee Members;
Provide accountability for allowances to all
Board and Non-Board committee Members;
·
Organising the editing of Board papers.
Organising the editing of Board papers.
Administrative support to SMT meetings:
·
Organizing SMT meetings and taking minutes in
these meetings
Organizing SMT meetings and taking minutes in
these meetings
·
Following up for timely implementation of
decisions by the SMT; and
Following up for timely implementation of
decisions by the SMT; and
·
Providing relevant information/documents to the
North America/Europe/Africa offices as well as responding to all their
inquiries.
Providing relevant information/documents to the
North America/Europe/Africa offices as well as responding to all their
inquiries.
Budget Planning and Control: Developing
budgets, providing budget control and monitoring expenditures for the office as
well as that of the Board.
budgets, providing budget control and monitoring expenditures for the office as
well as that of the Board.
Research/Information Management: Discussing issues with the
Country Director and then collecting information from within Amref Health
Africa .
Country Director and then collecting information from within Amref Health
Africa .
Office Management: Ensuring smooth functioning of the Country
Director’s office as well as the Board component.
Director’s office as well as the Board component.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the AMREF Executive
Secretary job opportunity must hold a Bachelor’s degree in Business
Administration/Leadership & Management;
The ideal candidate for the AMREF Executive
Secretary job opportunity must hold a Bachelor’s degree in Business
Administration/Leadership & Management;
·
Additional training in minutes taking; and
Additional training in minutes taking; and
·
Broad knowledge of modern office procedures.
Broad knowledge of modern office procedures.
·
At least five (5) years’ experience in executive
office support within a busy environment;
At least five (5) years’ experience in executive
office support within a busy environment;
·
Previous experience in office management; and
Previous experience in office management; and
·
Prior exposure to multi-disciplined and
multicultural environment.
Prior exposure to multi-disciplined and
multicultural environment.
·
Excellent communication skills;
Excellent communication skills;
·
Excellent Planning and organization;
Excellent Planning and organization;
·
Good report writing skills;
Good report writing skills;
·
High initiative;
High initiative;
·
Good team work;
Good team work;
·
Excellent interpersonal skills
Excellent interpersonal skills
·
Ability to operate modern office equipment.
Ability to operate modern office equipment.
·
Mature personality;
Mature personality;
·
Highly Confidential;
Highly Confidential;
·
Highly ethical;
Highly ethical;
·
Integrity;
Integrity;
·
Reliability;
Reliability;
·
Proven ability to work within deadlines.
Proven ability to work within deadlines.
How to Apply:
All candidates are encouraged to send an updated CV including three
professional referees and cover letter addressed to the Human Resources
Manager, Amref Health Africa in Uganda via Email to:
[email protected]. Emails should not exceed 2MB.
professional referees and cover letter addressed to the Human Resources
Manager, Amref Health Africa in Uganda via Email to:
[email protected]. Emails should not exceed 2MB.
Deadline: 14th November 2016
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