Admin Jobs – Executive Assistant – Micro-Haem Scientifics and Medical Supplies Limited

Job Title:    Executive Assistant 
Organisation: Micro-Haem
Scientifics and Medical Supplies Limited
Duty Station: Kampala,
Uganda
Reports to:
CEO
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 Executive Assistant to the CEO provides
executive, administrative, and development support to the CEO and Board of
Directors. The Executive Assistant serves as the primary point of contact for
internal and external constituencies on all matters pertaining to THE CEO. The
Executive Assistant serves as a liaison to the Board of Directors and senior
management teams; organizes and coordinates executive outreach and external
relations efforts; and oversees special projects as assigned by the CEO..
Key Duties and Responsibilities: 
  • Assisting the CEO with daily administrative duties that include
    managing an active calendar of appointments, completing expense reports;
    composing and preparing correspondence; arranging complex and detailed
    travel plans, itineraries and agendas and compiling documents for
    meetings.
  • Ensures that the CEO is fully briefed on, or prepared for, any
    engagements he is involved in.
  • Prepares an account of the meetings and designates and follows up on
    assigned action items.
  • Communicates with the general staff on the CEO’s behalf and
    coordinates logistics with high- level meetings both internally and
    externally. Coordinates meetings and strategic activities with the
    Management Team and other stakeholders.
  • Drafts reports, letters, proposals, Contracts; prepares and
    coordinates oral and written communication with partners and prospects.
  • Represents the CEO/Company in meetings in the absence of the CEO and
    writes reports and follow-ups on action plans.
  • Monitors progress of departmental assignments, ensuring that
    responses are timely and in accordance with established office and
    department policy and procedures
  • He/she will be in charge of the CEO’s welfare. Including but not
    limited to ensuring that meals are delivered on time, ensuring that CEO’s
    office is clean and tidy etc.
  • Processes records and forms, requisitions office supplies, and
    performs other administrative support procedures for effective office
    management.
  • Maintains all files both electronic and softcopies for the CEO,
    ensuring that material is properly marked and accessible for immediate
    use.
  • Coordinates all travel arrangements for the CEO.
  • Ensure guests meeting with the MD are well taken care of.
  • Perform other ad-hoc tasks in line with the values of the Company
    that may be deemed necessary.



Qualifications, Skills and Experience: 
  • The ideal candidate must hold an MBA/ Masters in Management / PGD
    Management -Admin or Equivalent. Background of IT
  • A minimum of four to six years of providing support for upper-level
    management.
  • Administration and proficiency in computer applications
  • Ability to make independent decisions, solve problems.
  • Strong organizational skills that reflect ability to perform and
    prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships
    with stakeholders, including staff, board members, external partners.
  • High level of flexibility.
  • Ability to conduct research and present data in a succinct and
    well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and
    research skills.
  • Ability to work with a broad range of people.
  • Confidentiality is very key for this position.
  • Occasional travel may be involved.
How to Apply:
All suitably
qualified and interested candidates are strongly encouraged to send their
updated CVs with salary expectations to: recruitment@microhaem.co.ug
Deadline: 21st June 2019
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