Executive Assistant NGO Careers – World Wide Fund for Nature (WWF)

Job Title:        Executive Assistant
Organization: World Wide
Fund for Nature (WWF)
Duty Station: Kampala,
Uganda
Reports to: Human Resource
Manager
About Us:
WWF is one of the world’s largest independent and experienced
Conservation organizations operating in over 100 Countries in the world. WWF
UCO implements a number of national programmes promoting environment
conservation in Uganda. WWF’s mission is to stop the degradation of our
planet’s natural environment, and build a future in which humans live in
harmony with nature.
Job Summary: The Executive
Assistant will provide documentation, logistics and administrative support to
the Senior Management team. The Executive Assistant supports HR and Senior
Management team align HR practices and systems with business objectives and
deliver value added service to management in their designated departments that
ensures continuity and delivery of the Uganda Country Office Strategy.
Key Duties and Responsibilities:
Support to the Country Director’s Office
·        
Coordinate and maintain the CD’s calendar of
appointments and schedule the CD’s meetings and conference calls.
·        
Work closely with government officials and their
staff, and other implementing partners, to set up high-level meetings with CD
and senior management as desired.
·        
Manage incoming correspondence to the CD,
including e-mails, letters, and invitations to meetings.
·        
Assist the CD in prioritizing his workload,
tracking and bringing to his attention items for urgent action. Drawing upon
experience and judgment, retrieve priority documents for the CD’s attention and
routinely provide recommendation of appropriate action to ensure timely
execution.
·        
Draft and proofread outgoing correspondence on
behalf of the CD.
·        
Prepare documents and PowerPoint presentations
as requested by the CD.
·        
Process signature and mailing requests coming to
the CDs desk from the various departments (including
administration/procurement, finance and technical areas).
·        
Establish and manage a confidential filing
system for the CD.
·        
Prepare reports, memos, and minutes of senior
management and other meetings as required by the CD.
·        
Support selected project program implementation
activities including event and meeting logistics management, as requested by
supervisor. Process domestic and international travel itineraries, expense
vouchers and visa procurements for the CD and other senior management staff.
Support to the Human Resource Manager Recruitment:
·        
Advertise recruitment opportunities; and initially
screen applications received against job requirements.
·        
Working in support of the hiring manager, set up
and serve the interview process – confirming interview date/time with
candidates and selectors, ensuring interview questions and copies of CVs are
available, assessment tests undertaken, room bookings made.
·        
Obtain references, correspond with selected
candidates regarding offers, confirmation of appointment and employment
contracts; informing other candidates of their selection result.
·        
Set up HR files for appointed candidates once
contract is signed.
·        
Maintain file of suitable CV for other posts.
Staff Development:
·        
Assist the HR Department to map Staff
development and training requirements, in line with the annual performance
appraisals.
·        
Work in close coordination with Operation and
Program departments, arrange for the on boarding and induction of new
personnel; ensuring that they registered within the necessary systems
(including panda pays, Timesheet, Payroll).
·        
Support Programming & Operational leadership
in the identification and monitoring of suitable training programs for staff
development. Conduct after training surveys to assess the outcomes and impacts
of these development trainings.
·        
Guide and assist both Programming &
Operational management and employees with respect to employment issues and
concerns; through the interpretation of applicable HR policies and procedures.
·        
Conduct routine HR correspondence in line with
requirements and as authorized by the HR manager.
·        
Support to the HR Manager in the production of
the monthly staff pay roll in line with agreed procedures.
·        
Maintain relevant HR databases and systems –
Panda Pays, by providing routine reports to the HR manager.
·        
Keenly track completion by managers of the
annual Achievement and Impact Management process (AIM), bringing issues of
concern to the HR manager.
·        
Maintain HR personnel records, including annual
leave forms, maintaining confidentiality at all times.
·        
Arrange necessary HR exit processes for
terminating staff
·        
Complete other related tasks as assigned by line
manager
·        
Fully participate as an HR team member and with
other organizational events and requirements
·        
Perform any other related duties assigned from
time to time.



Qualifications, Skills and
Experience:
·        
The ideal candidate for the WWF Executive
Assistant job opportunity should hold a University Bachelor’s degree in Human
Resource Management or related field
·        
Post-Graduate training in Human Resource
Management. Masters in a related field is an added advantage
·        
A minimum of two years and above of progressive
experience in a similar or related position.
·        
Broad knowledge in logistical operations
·        
Excellent communication skills.
·        
Abilities in office administration and
organization.
·        
Extensive knowledge in computer applications
like MS Office and Database management
·        
Should be accurate and organized at work.
·        
Able to stand above cultural diversities.
·        
Previous experience working with NGOs,
preferably within an international NGO.
·        
Adherence to WWF’s values, which are:
Optimistic, Engaging, Determined and Knowledgeable.
How to Apply:
All interested candidates should send their cover letters, updated CVs,
and academic transcripts to the Human Resource Officer, WWF Uganda, at
kampala@wwfuganda.org.
Address to:
The Human Resource Officer,
WWF Uganda Country Office,
Plot 2, Sturrock Road, Kololo,
P.O. Box 8745, Kampala – Uganda
Deadline: 4th December 2017 by
5:00pm

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