The Ugandan Jobline

Job Title:  Executive Associate (Admin Jobs)

Organisation: World Vision Uganda

Duty Station: Kampala, Uganda

About the Company:

World Vision Uganda is a Christian Relief, Development and Advocacy Non-Government Organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in over 41 districts in Uganda. World Vision is committed to the protection of children and we will not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible. “Our Vision for every child, Life in all its fullness.  Our prayer for every Heart, the will to make it so.”

Key Duties and Responsibilities:

Administrative Support to the National Director

• Manage and prioritize the National Director’s calendar, including scheduling meetings, appointments and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the National Director.
• Ensure all administrative activities run smoothly and efficiently to support the National Director’s work.
• Respond to emerging situations proactively, as and when required.
• To coordinate the SLT members and key visitors’ schedule of appointments, meetings, and other business functions.
• To maintain the NDs office files, ensuring the confidentiality of all documents.
• Set-up zoom and Skype meetings and minutes taking during meetings and distribute, as required.
• Follow up and document official communications with Government and other partners.

Communication and Liaison

• Serve as the primary point of contact between the National Director and internal/external stakeholders.
• Facilitate communication and collaboration with the leadership team, staff, and external partners, ensuring information flows effectively.
• Draft and review communications to ensure consistency and alignment with World Vision’s mission and values.
• Managing logistics, guest lists and event schedules.
• Provide support in tracking/managing leave for SLT Members and their direct reports.
• Support in updating and follow up of Microsoft Team online collaboration platform led by SLT members
• Assist in scheduling performance review meetings with SLT member’s direct reports as well as collating supporting documentation for the review meetings.
• Schedule regular catch up meetings with SLT direct reports.
• Meeting Coordination and Documentation
• Organize and coordinate meetings, including Board meetings, leadership team meetings, and other key events.
• Prepare agendas, materials, and take accurate minutes during meetings.
• Follow up on action items and decisions from meetings to ensure they are implemented
• Manage the National Directors calendar, and in consultation with the SLT maintain a calendar of key events.
• To develop, set up and document office administrative systems related to: filing of documents, records management, and communications while ensuring confidential matters are handled promptly and efficiently.
• Provide support towards organization of Senior Leadership Team (SLT) Meetings
• Follow up on key processes from the SLT and other relevant Team working group meetings.

Project and Events Management

• Assist in the planning and execution of special projects and events led by the National Director’s office.
• Coordinate cross-functional teams to ensure projects and events are delivered on time, within scope, and with high quality.
• Monitor project progress and provide regular updates to the National Director
• Plan SLT members field visits in consultation with the respective Programme Directors or Regional Programme Managers.
• In liaison with the Legal, Governance and Compliance Manager, coordinate Board field visits.
• To coordinate travel plans and arrangements in coordination with the different departments, including flight bookings, shuttle arrangements and accommodation for all guests.

Office Management and Operations

• Oversee the smooth operation of the National Director’s office, including office supplies, equipment, and facilities.
• Manage budgets and expenditures related to the National Director’s office
• Managing office supplies, equipment, and facilities to ensure a productive work environment.
• Processing invoices, reimbursements, and financial reports.
• Managing logistics, guest lists, and event schedules.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Communications, Management, or a related field
• Professional certifications such as Certified Administrative Professional (CAP) are a plus
• Significant experience in administrative roles, preferably as an Executive Associate or in a similar capacity supporting senior executives.
• Proven track record of managing schedules, handling correspondence, and maintaining office records efficiently.
• Excellent verbal and written communication skills.
• Strong command of the English language.
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience handling sensitive information with confidentiality and discretion.
• Experience in troubleshooting and resolving office-related problems efficiently.
• Ability to adapt to changing priorities and handle unexpected tasks with ease.
• Ability to navigate and manage relationships effectively.
• Required Education, training, license, registration, and certification
• Bachelor’s degree in Business Administration, Communications, Management, or a related field

Preferred Knowledge and Qualifications

• Strong command of the English language, excellent communication and Organizational skills with extensive knowledge on NGO operations and donor projects management

Travel and/or Work Environment Requirement

• The position requires ability and willingness to travel domestically to 10% of the time

How to Apply:

All suitably qualified candidates are encouraged to submit your application and complete Curriculum Vitae by applying online through visiting World Vision International’s e-recruitment jobs portal at the web link below.

Click Here

Deadline: 7th September 2024

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