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Job Title:   Executive Assistant to the Country Representative/National Position/Uganda  

Organisation: LWF World Service (LWF)

Duty Station: Kampala, Uganda

Reports to: Country Representative

About US:

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world. Lutheran World Federation (LWF) Uganda is part of the LWF World Service and we are currently supporting Congolese and South-Sudanese refugees living in settlements in the districts of Kamwenge, Adjumani, Moyo, Kyangwali and Lamwo respectively.

Job Summary:   Under the guidance and supervision of the Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Assistant to Country Representative will conduct themselves both professionally and personally in such a manner so as to elevate the reputation of LWF and not jeopardize the institution.

Key Duties and Responsibilities:

Executive and administrative support to the Country Representative’s Office:

• Support the CR in ensuring all matters of Representation are deal with in a timely and professional manner, to the highest standards.
• Efficiently arrange Country Representative’s high-level meetings/workshops (Embassies, Authorities, UN, etc.), collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner.
• Support the CMT Kampala in planning for and managing meetings, taking minutes and help in follow up of agreed actions.
• To ensure monthly & quarterly reports are prepared in a timely manner and senior managers are aware of reports’ dates as required by the CR.
• Liaise with the CR, Internal Auditor and legal support to safeguard the LWF Uganda institutional compliance with various bodies to ensure validity at all time, this includes all manner of registrations, permits and renewals of certificate.
• Arrange national, regional and international travel and hotel accommodation for the Country Representative.
• Prepare and submit all payments for administrative and operational costs for the CR’s office.
• Perform other admin and clerical duties as needed.

Provide support to the Country Representative Office’s external relations activities:

• Lead on the preparation, organization and welcoming of international visitors and delegations through direct correspondence with the visitors to clarify the mission objective, agenda, logistics, safety, security and admin support as needed.
• Prepare briefing papers, evaluation summaries, reports and presentations for Representative’s appointments, meetings, missions, and key events, take minutes when required.
• Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices.
• Ensure protocol matters, receive high ranking visitors/officials, and coordinate logistical arrangements related to visits.
• Maintain roster of Country Office external contacts.
• Provide effective communication and information management support to the Country Representative’s Office:
• Facilitate flow of information and communication between the Country Representative’s Office and other units within or outside LWF Uganda.
• Review, prioritize, and route correspondence to and from the Country Representative; take proactive follow-up action and keep the Country Representative informed.
• Prepare responses, and reply as appropriate, on behalf of the CR to formal correspondence.
• Respond to and/or direct inquiries to appropriate internal units for timely action/response.
• Maintain an effective filing, archiving and record keeping systems, both paper and electronic for easy access and retrieval. Ensure safekeeping of confidential materials.
• Maintain the overview of the LWF Uganda Complaint Response Mechanism by keeping track of incoming tickets and processing times.
• Draft routine correspondence and interoffice circulars.
• Answer and screen calls for the Country Representative with tact and discretion.

Other:

• Undertake other related duties as may reasonably be assigned by the Country Representative

Qualifications, Skills and Experience:

• The applicant must hold a Recognized Degree in relevant field or equivalent qualification.
• Substantial professional experience (at least 3 years) in roles with similar duties.
• High level of tact and diplomacy and the ability to use appropriate styles and methods of communication to ensure a professional yet personal customer service.
• Judgement and initiative to: a) Anticipate the CR’s standard response and preferred courses of action, and b) Identify when the CR or an associate should deal with an issue direct or guide the response.
• Self-starter, proactive attitude
• Good Problem Solving and Decision-Making skills
• Good interpersonal and communication skills, a team player
• Excellent English Language (both written and verbal)
• Strong computer skills (MS Office, Internet)
• Ability to work under pressure to meet tight deadlines
• Empathy with LWF’s vision, mission, goal and objectives

NB: LWF/WS is an equal opportunity employer, irrespective of gender, race or religious affiliation. LWF/WS is a signatory to the Code of Conduct for humanitarian agencies. Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Only Shortlisted Applicants will be contacted!

How to Apply:

All candidates should apply online at the link below.

Click Here

Deadline: 18^th January 2024

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