The Ugandan Jobline

Job Title:  Executive Administration Officer 

Organisation: SNV

Duty Station:  Kampala, Uganda

About US:

SNV is an international development organisation that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our expertise in agriculture, energy and WASH to local contexts. SNV has annual revenues of over €120 million, and 1300 staff working in 25 countries across Asia, Africa and Latin America. We are proud to be a not-for-profit organisation that uses project financing to implement our mission.

Job Summary:   The Executive Administration Officer must be a dynamic, efficient and highly intelligent professional reporting directly to the Country Director. The person should fit into a busy office and be well organised and reliable.  The employee should ensure efficient, effective, punctual and timely office support to the Country Director, country management team, in office management and project support functions, in order to create optimal, preconditions for efficient and effective execution of the Country Director’s and Project Director’s specific tasks.

Key Duties and Responsibilities:

Administration Support 

• The job holder is expected to give administrative support to Country Director and Country Management Team.
• The job holder will work very closely with the Country Director to ease the administrative workload.
• The job holder will also be required to gather, analyse and report relevant (Financial, HR & Operations) data and provide input for the CD and CMT for action.

Project Management Support

• The employee will be expected to give administrative support, coordination of project reviews, reporting, monitoring, donor reporting and annual and Mid-Year Reporting.

Meetings and Events Management 

• The employee should be able to organize and co-ordinate high level meetings (e.g. strategic workshops, events) of the assigned department or project team, take care of housekeeping affairs, and take and distribute minutes on time.
• Organise and manage appointments of the assigned manager and liaise with Logistics to facilitate planning and implementation of activities.
• Assist in the coordination and compilation of monthly and quarterly staff and team planning and provide the link to admin/finance and logistics as needed.
• Manage the Country Director’s diary and engagements.

Communications and Office Management

• Ensure timely communication of key internal and external communication in liaison with management and Communications department.
• Ensure usage of up-to-date communication templates in liaison with communications department.
• Receive and dispatch incoming calls/e-mails and make outgoing calls/mails and give answers to basic questions, based on the communication guidelines, SNV house style and agreements with manager.
• Support content development for external communications.

Filing and Archiving

• Control, distribute and file documents for country office and maintain a filing system, in line with archiving procedures.
• Control of key country office documents.

Administrative Duties

• Gather relevant Financial, HR & Operations data and provide input to the Country Director.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in the field of Business Administration, Communications, Public Relations, or and any other relevant field.
• At least four years of relevant work experience, ideally in mass communications, public relations or busy project support unit/office.
• Ability to work without supervision. Excellent written and verbal communication skills in English.
• Excellent administration skills, able to organise own work and make follow-up on tasks as required. Ability to follow required procedures and guidelines.
• Ability to give good attention to detail.
• Flexible, dynamic, excellent interpersonal skills. Able to relate effectively with a wide range of people and cultures.
• Proficient computer skills – Word, Excel, PowerPoint and Outlook.

Competencies:

• Result orientation: Undertake actions with effort, energy and tenacity, aimed at the achievement of objectives and concrete results.
• Problem analysis: The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
• Sensitivity: Being receptive to the attitudes, feelings or circumstances of others and being aware of the influence of one’s own behaviour on others.

How to Apply:

If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and motivation letter in English by clicking on the “I AM INTERESTED” tab at the link below.

Click Here

Deadline: 5^th December 2023

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