The Ugandan Jobline

• The jobholder will also provide assistance
  and support to the Executive Director in all organisational undertakings and
  project a professional image of the Uganda Road Fund.
• Draft standard routine correspondence for
  the Executive Director’s signature; provide secretarial support to the
  Executive Director.
• Prepare and timely process all
  correspondences to and from the Executive Director.
• The incumbent will also provide a
  professional, efficient, effective and where relevant, confidential word
  processing and information management service including development of
  presentation material.
• Being privy to information that must be
  protected, confidentiality and exercising discretion is a must.
• Guide managers and staff of the Executive
  Director’s instructions, briefs, requests and enquiries for action and
  follow up as appropriate.
• Manage the diary and commitments of the
  Executive Director, controlling access to the office of the Executive
  Director so that time is utilised efficiently.
• Screen telephone calls on Executive
  Director’s behalf.
• Manage and keep up to date, a library of
  key information and reports.
• File correspondence and documents as
  necessary.
• The incumbent will also arrange and host
  events on behalf of the Executive Director
• The Executive Assistant will manage
  meetings, including administration of the agenda and minutes and follow up
  on agreed actions.
• Make travel arrangements, bookings and
  prepare itineraries and obtain travel documents for the Executive Director
  and Board members.
• Ensure that the Executive Director’s
  office is well supplied, kept clean and tidy at all times.
• Ensure that all facilities and equipment
  in the office of the Executive Director are working and well maintained.

• Organize Board/Committee Meetings and
  other Board related events such as training, Induction and Stakeholder
  engagements.
• Compile Board Papers and Committee
  Reports, prepare the Secretariat brief and facilitate the preparation of
  Board Compendium to ensure timely distribution to Board Members within the
  stipulated notice requirements for Board and Committee meetings.
• Follow-up, update and report Board and
  maintain a seamless communication amongst Board Members.
• Studiously implement the Board Calendar
  ensuring Board members are adequately prepared, Board papers are proof
  read and error free and meetings are held timely and according to
  schedule.
• Keep custody of all Board records and
  facilitate the access to information by Management as authorized by the
  Executive Director.
• Prepare and maintain Board/Committee
  attendance registers, requisition for Board allowances and reimbursement
  costs for approval by the Executive Director.
• Perform any other duties assigned by
  Management from time to time.

• The ideal candidate for the Uganda Road
  Fund (URF) Executive Assistant job placement must hold a Bachelor’s degree
  in secretarial studies, office management, social sciences, arts in public
  administration, social works and social administration from a recognised
  university
• Membership of a Secretarial Affiliation
  and a Certificate in Administrative Law is an added advantage
• A minimum of seven years’ progressive work
  experience including secretarial experience in a senior executive’s office
  in a corporate entity.
• Excellent written and spoken command of
  the English Language.
• Exceptional reading and writing skills to
  take notes, Board minutes and competence in Shorthand is a requirement and
  audio typing experience is an added advantage.
• Ability to produce grammatically correct
  documents from notes with a typing speed of about 60 words per minute.
• Computer mastery i.e. Proficiency in
  Microsoft Office suite including Word, Excel, Outlook and PowerPoint is
  essential.
• Familiarity and confidence in the use of
  email and the internet for research and communication is required.
• Be physically fit, presentable and fitting
  the corporate culture and stature of the Executive Office.
• Age: Below 40 years

Related Jobs