The Ugandan Jobline

• 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.

• 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).

• 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

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