Job Title: Senior Executive Support Assistant
Organisation: Youth Social Advocacy Team (YSAT)
Duty Station: Rhino Camp, Uganda
About Organisation:
Youth Social Advocacy Team (YSAT) is a refugee-led non-profit, non-governmental Organization whose core mandate is supporting conflict affected youth by tackling barriers to accessing quality education, sustainable Livelihoods and addressing root causes of violent conflicts for refugees and vulnerable host communities in displaced settings. YSAT is legally registered to operate in Uganda with the National Bureau for Non -Governmental Organizations Reg. MIA/NB/2020/10/4213 as a Regional NGO. YSAT works in 5 refugee settlements in West Nile implementing projects in Protection, Food Security and Livelihoods, Education, Environment & Energy, Evidence -based research and Advocacy .
Job Summary: The Senior Executive Support Assistant is a dynamic position that requires strong attention to detail, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas.
Key Duties and Responsibilities:
- Provide secretarial and administrative support to Executive Director’s Office
- Arrange appointments and maintains supervisor’s calendar.
- Receive visitors; places and screens telephone calls and answers queries with discretion.
- Arrange meetings, internal &external, some involving high-ranking officials, take minutes /notes at meetings.
- Draft correspondence, documents and reports, some of which are highly confidential.
- Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
- Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up.
- Maintain filing system for electronic and hard copy documents in the Director’s office
- Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for Executive Director and SMT members.
- Arrange Executive Leadership away days.
- Assist in the preparation of visit programmes, briefings on issues covered by Director’s office, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.
- Accompany the Executive Director in internal and external online meetings (and as resources permit in-person meetings), and manage outreach and follow-up related to these relationships, including managing meeting notes, communication about meetings to others, and development of follow-up materials such as concept notes for partnerships, funding, or advocacy initiatives.
- Researching and following up on incoming issues to be addressed by the Executive Director from SMT & BOD.
- Prepare packs for Board meetings.
- Draft minutes to record Board meetings in a timely manner.
- Perform other related duties as required.
Qualifications, Skills and Experience:
- At least a Diploma or Bachelor degree in communication, Business/Public Admin.
- Demonstrated experience of at least 2 years assisting senior staff and providing general office support.
- Proven experience and proficiency in writing meeting minutes and drafting executive correspondence.
- Strong organizational and schedule management skills.
- Fluency in English with Excellent writing skills.
- Comfortable and skilled in communicating and managing relationships with high-profile individuals, including global- leaders, influencers, and philanthropists.
- Ability to exercise discretion, and strong judgement and to take appropriate actions without supervision.
- Experience in budget management
- Experience traveling independently and planning travel logistics, including internationally.
- Ability to work with diverse individuals and groups; culturally sensitive.
- Advanced working knowledge of Microsoft Office (Excel, Word, PowerPoint) and Google Apps (Gmail, Google Drive, Calendar, Docs).
How to Apply:
Submit your soft copy application, an updated Curriculum Vitae/Resume with copies of your academic documents ELECTRONICALLY to Head of HR – People & Culture [email protected] copying [email protected] Hard copy applications and CVs/Resume can also be delivered from Monday – Thursday from 10 AM – 4P to; Rhino Camp Head Office – Ocea, Adjumani Field Office in Pakelle or Imvepi Field Office – Base Camp
Deadline: 30th May 2025 at 4:00 PM EAT
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