Personal Assistant to the GM Job Placement – Micro-Haem Scientifics and Medical Supplies Limited

Organisation: Micro-Haem
Scientifics and Medical Supplies Limited
Duty Station: Kampala,
Uganda
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.
Job Summary:  The Personal Assistant will 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: 
  • The incumbent will manage and maintain the MD’s diary and email
    account.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Keep and retrieve files.
  • 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.
  • 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.
Key Results Areas:
  • Reduced turn-around time on responses mails and appointments
  • Improved travel schedules and logistical management
  • Demonstrated organisational and planning ability
  • Demonstrated effective communication
  • Improved MD’s performance in document processing, response to
    requests from departmental heads,
  • Improved Records and Information Management
  • Effective and efficient diary management
  • Effective administrative processes (e.g. set up of meetings,
    reminders and preparation producing presentation).


Qualifications, Skills and Experience: 
  • The applicant must hold a Bachelor’s Degree .
  • At least two (2) years PA/Secretarial experience at a senior level
  • Shorthand and excellent typing skills, speed and accuracy essential
  • Good computer literacy (MS Office, Excel, PowerPoint)
  • Excellent organizational skills
  • Excellent communication skills, both verbal and written
  • Professional telephone & email manner
  • A good deal of common sense, etiquette and ability to think
  • A good deal and observation and sense of listening
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality & Maintains confidentiality
  • Well presented
  • Highly personable & likeable /charming
  • Flexible and mature approach with ability to work unsupervised
  • Willingness to travel
How to Apply:
All suitably
qualified and interested candidates are strongly encouraged to send their
updated CVs and academic credentials to: recruitment@microhaem.co.ug
Deadline: 31st January 2019
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