The Ugandan Jobline

Job Title:   Executive Assistant (Fresher Diploma Admin Jobs)  

Organisation: Medical Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit

Duty Station: Entebbe, Uganda

Reports to: Unit Chief Operating Officer

About the Company:

The Medical Research Council (MRC UK) is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer. Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment and prevention and the development of health policy and practice in Africa and worldwide. Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world. The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala Districts.

Job Summary:  The position holder will provide comprehensive administrative support to the Executive Office, managing schedules, correspondence, and strategic projects for senior team members.

Key Duties and Responsibilities:

• Managing the professional schedule on behalf of Executive management (EMC) to support, enable delivery of their strategic objectives and prepared for their diary commitments;
• Liaise with colleagues to provide high quality briefings and exceptional horizon scanning and forward planning;
• Work closely with the Unit Director or Unit Chief Operating Officer to understand the
• Unit’s strategic priorities to effectively support senior leadership balancing competing commitments for maximum effectiveness and impact;
• Taking minutes at Unit Management Committee meetings and share related documents before and after meetings;
• Dealing with highly confidential issues, recognising the sensitivity and possible reputational implications of such matters in liaison with managers and other internal and external colleagues;
• Bring urgent matters to senior leader’s attention and provide solutions for resolution;
• Writing reports, papers, briefings, articles and other documentation and presenting these as and when required;
• Undertaking research and analysis, preparing management and briefing materials and making recommendations to senior leaders on complex issues;
• Assisting senior leaders in the co-ordination and management of key institutional level and VIP visits, including making logistical arrangements;
• Providing high-level support senior leader’s meetings, including collecting and distributing papers, drafting minutes, following up and tracking actions;
• Embody the highest standards of customer service as the first point of contact for a wide range of internal and external stakeholders projecting a positive impression of the Unit and the Executive Offices at all times;
• Ensuring expenses and reimbursement claims done on time and following LSHTM policy on behalf of line manager;
• Managing electronic filing systems to enable efficient and collaborative working;
• Providing secretariat support, scheduling meetings and working with relevant senior colleagues to shape the agenda and drive actions according to strategic priorities;
• Managing projects and events independently while collaborating with colleagues within and beyond the Executive Offices, communicating regularly the status of projects and escalating issues promptly where necessary;
• Taking responsibility for responding positively and proactively to arising issues and opportunities collaboratively taking into consideration the impact on colleagues;
• Contributing actively to sustaining a positive working environment, building effective relationships, engaging with the Unit, upholding the Unit’s and LSHTM values; and,
• At all times be responsive, polite, friendly and efficient when communicating, portraying the image of the Executive Office that represents the image of the Unit.

Qualifications, Skills and Experience:

• Certification/Diploma in Administrative assistant or secretarial studies or equivalent;
• Uganda Advanced Certificate of Education;
• Degree in Public or Business administration is desirable;
• Should possess evidence of further professional development;
• Should possess proven and extensive experience of supporting an executive, including experience of organising, streamlining the workload and timetable of a busy professional;
• Should possess experience of diary management and effective prioritisation techniques;
• Experience of servicing committee and meetings including agenda management and managing confidential information, displaying a high level of diplomacy, exercising discretion in all duties;
• Extensive experience of organising complex overseas travel programmes;
• Experience of managing projects short, medium and long term;
• Experiencing of writing documents including briefings, papers for committees and information for general viewing;
• Experience of monitoring budgets;
• Administration, scheduling and diary management, Office management, basic knowledge of finance and accounting
• Should have proficiency in computer use (MS Word, Excel, Access), and some knowledge of procurement;
• Understanding the mission and values of the Unit and Knowledge of current challenges within the Unit;
• Should have excellent organisational skills and the ability to co-ordinate, plan and multiple prioritising;
• Excellent interpersonal skills and the ability to adapt oral and written communication methods and styles;
• Good oral communication skills, confident presentation in meetings and the ability to communicate clearly with visitors;
• Should be efficient at digital record keeping and records management using SharePoint or similar systems;
• Should possess Personal Integrity with ability to maintain complete confidentiality;
• Ability to encourage positive working relationships and commitment to working as part of a team;
• Ability to favourably represent the School with enthusiasm and integrity demonstrating high levels of self- motivation, stamina, have a flexible approach to work and be receptive to change;
• Emotionally resourceful and service oriented;
• Ability to learn and openness to others;
• Analytical and conceptual thinking;
• Proactivity and results oriented;
• Concern for excellence;
• Independence and reliability; and,
• Flexibility towards others.

How to Apply
Follow the link below to fill a form and submit your application documentation:

 Click  Here

Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.

All candidates should combine all their application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document. Only shortlisted candidates will be contacted for an interview. This position is open to Ugandan nationals only. Strictly follow the application procedure

as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.

 N.B:  You will be required to present certified copies of your academic documentation before employment.

The applications should be addressed to:

The Head of Human Resources,

MRC/ UVRI and LSHTM Uganda Research Unit, P.O. Box, 49, Entebbe, Uganda.

Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert. Any form of lobbying at any stage will lead to automatic disqualification. By submitting your personal information, you consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure. The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.

NB: MRC/UVRI & LSHTM Uganda Research Unit strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, sex, color, national origin, religion, age, marital status, and disability. We highly encourage persons with disabilities to apply and compete for different job openings at the Unit. The Unit is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.

Deadline: 30th August 2024

For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs