Job Title: Executive Assistant
Organisation: Most At Risk
Populations (MARPs) Network
Populations (MARPs) Network
Duty Station: Kampala,
Uganda
Uganda
Reports to: Chief Executive Officer
About US:
The Most At Risk Populations (MARPs) Network is a not-for-profit
Non-Governmental Organization (NGO) whose purpose is “to serve as a platform
for MARPs voices through facilitating coordinated response at national level in
Uganda.”
Non-Governmental Organization (NGO) whose purpose is “to serve as a platform
for MARPs voices through facilitating coordinated response at national level in
Uganda.”
Job Summary: The Executive
Assistant will build a strong Human Resource, Administrative and Public
Relations culture, increase awareness and develop a desirable Organizational
image.
Assistant will build a strong Human Resource, Administrative and Public
Relations culture, increase awareness and develop a desirable Organizational
image.
Key Duties and
Responsibilities:
Responsibilities:
Human Resource:
- Formulate and implement HR strategies and
initiatives aligned with the overall Organisational strategy. - Maintain and enhance the organization’s
human resources by planning, implementing, and evaluating employee
relations and human resources policies, programs, and practices. - Sustain the work structure by updating job
requirements and job descriptions for all positions, and recommends
necessary changes. - Guide managers on candidate selection by
establishing a recruiting and interviewing program, and also conducts exit
interviews. - Promote healthy relationships between
staff and management through mediation, handling labour disputes and
guiding department managers through employee issues. - Prepare employees for assignments, by
establishing and conducting orientation and training programs; in other
words, responsible for talent development. - Maintains human resource records by
collecting and analysing employee data, designs a filing and retrieval
system; and keeps accurate and complete employee records. - Develop and maintain a pay plan by conducting
periodic pay surveys, prepare pay budgets; monitor and schedule individual
pay actions; recommend, plan, and implement pay structure revisions. - Complete human resource operational
requirements by scheduling and assigning employees; follow up on work
results and conduct performance appraisals. - Schedule management conferences with
employees, facilitate hearing and resolve employee grievances; counsel
employees and supervisors. - Maintain employee benefits programs and
inform employees of benefits by studying and assessing benefit needs and
trends; recommend benefit programs to management; direct the processing of
benefit claims; obtain and evaluate benefit contract bids; award benefit
contracts; design and conduct educational programs on benefit programs. - Ensure legal compliance by monitoring and
implementing applicable human resource state requirements, conduct
investigations, maintain records and represent the organization at
hearings. - Maintain professional and technical
knowledge by attending educational workshops, reviews professional
publications establish personal networks and participate in professional
societies. - Formulate a comprehensive leave-management
plan for the entire organisation.
Administrative Duties:
- Supervise administrative staff and divide
responsibilities to ensure performance - Manage agendas/travel
arrangements/appointments among others for the Executive Director. In
other words, manages schedules and deadlines. - Manage organisational correspondences
(Phone calls, e-mail, letters, packages etc.) - Responsible for petty cash in the
Secretariat. - Offer support in the budgeting and
bookkeeping procedures; also creates and updates records and databases
with personnel, financial and other data. - Plan and coordinate administrative
procedures and systems and devise ways to streamline processes - The jobholder will also recruit and train
personnel and allocate responsibilities and office space - Assess staff performance and provide
coaching and guidance to ensure maximum efficiency - Ensure the smooth and adequate flow of
information within the company to facilitate other business operations - Keenly monitor inventory of office
supplies and the purchase of new material with attention to budgetary
constraints. - Monitor costs and expenses to assist in
budget preparation - Oversee facilities services, maintenance
activities and trades persons (e.g electricians) - Ensure operations adhere to policies and
regulations - Keep abreast with all organizational
changes and business developments
Public Relations Duties:
- Formulate the organisational
communications plan including strategy, goals, budget and tactics. - Develop media relations strategy, seeking
high-level placements in print, broadcast and online media. - Maintain a keen understanding of key
population programming and make appropriate recommendations regarding
communication strategy surrounding them. - Public relations managers are tasked with
fielding media questions and pitching stories to the media, preparing
media kits and organizing press conferences. - In addition to writing press releases,
they develop advertising and communication materials and prepare articles
for newsletters. - The public relations manager will also
release information to counter negative publicity and handle crisis and
emergency communications.
Qualifications, Skills and
Experience:
Experience:
- The ideal candidate for the Executive
Assistant job placement should hold an Undergraduate Degree in Business
Administration, Human Resources, Social Sciences, Development Studies,
Education or any other related discipline. - Possession of a Master’s degree in Public
Administration and Management, Human Resource Management from a recognized
University/Institution. - Possession of a Post Graduate diploma in
related discipline is an added advantage. - At least ten years of highly accomplished,
committed, results-oriented and self-motivated experience in front line
proficiency and administrative management. - I have strong knowledge and skills in
Monitoring & Evaluation, Public Administration and Management, as well
as Management of Human and Financial resources. - Exceptional at initiating, establishing
and maintaining meaningful partnerships and relationships with
governments, development partners, civil societies and individuals in
complex collaborative context. - Able to exhibit a high level of integrity,
openness and transparency, and very competent at facilitation, record
keeping as well as report writing. - Excellent written and oral communication
skills. - Honest and trustworthy.
- Attention to detail
- Team Work Ability
- Report Writing & Record Keeping Skills
- The ability to analyse and research
information - Good sales and negotiation skills
- Result Oriented
- People Management Skills
How to Apply:
All suitably qualified and interested candidates should send their
applications, copies of academic and employment record documents and CVs /
resumes to:
applications, copies of academic and employment record documents and CVs /
resumes to:
The Human Resource Office,
Most At Risk Populations (MARPs) Network Secretariat,
Plot 81, Bukoto Street-Kamwokya,
P.O. Box 3803, Kampala
Or e-mail to: [email protected] copy
[email protected];
[email protected];
Deadline: 15th June,
2017 by 5:00pm
2017 by 5:00pm
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