Job Title: Executive Assistant
Organisation: Makerere University Joint AIDS Program (MJAP)
Duty Station: Kampala, Uganda
Reports to: Executive Director
About US:
Makerere University Joint AIDS Program (MJAP) is a private-not-for profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa.
Job Summary: The Executive Assistant will provide administrative support to the office of the ED with a wide range of daily administrative duties. She/he will implement a variety of tasks such as managing an active calendar of appointments, completing expense reports, drafting and preparing correspondence, arranging travel details.
Key Duties and Responsibilities:
- Providing administrative support to the ED, including but not limited to; acting as the point of contact between the ED’s internal and external colleagues, drafting and dispatching correspondences; managing travel arrangements
- Responsible for maintaining databases of key records and files (physical or electronic planning) and ensuring safe custody
- Reviewing correspondences, providing briefs and/or reports to the ED, preparing write ups/presentations, undertaking visits/engagements with stakeholders and following up on key deliverables.
- Support the preparation and conduct of MJAP meetings and events such as preparing documentation and facilitation for the Board, SMT, visiting partners’ meetings etc.
- Take documentation for all ED’s, including taking minutes, follow up actions, and support disseminating outcomes to the relevant stakeholders
- Liaise with the relevant departments to coordinate the logistical and administrative support such as budgets, schedules, confirmations, attendance etc.
- Prepare accountabilities for all expenditures in the ED’s office; before any other requisitions are made
- Coordinating post meeting/events follow ups to ensure implementation of deliverables
- Perform any other duties assigned and within the line of duty
Qualifications, Skills and Experience:
- Degree in Management, office management, or business administration, human resource management, or related field
- Three years of relevant working experience in a reputable organization with demonstrated track record of administrative component
- Excellent organizational and office management skills
- Excellent digital skills and ability to navigate information technology such as online communication platforms; various packages such as word, excel, PowerPoint, outlook express etc.
- Ability to analyze documents, correspondence to support decision making
- Agility and possess strong organizational, information management and analytical skills.
- Great communication and interpersonal skills
- Working in a Health, Research and or Capacity building based institution will be an added advantage
How to Apply:
All suitably qualified candidates should should send their applications, a detailed curriculum vita and copies of relevant academic documents to;
The Human Resource Manager, Makerere University Joint AIDS Program (MJAP),
Email address for applications; [email protected]
Deadline: 24th March 2022 by 5:00pm
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