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Job Title:      Executive Assistant to CEO

Organization: Agricultural Business Initiative (aBi) Trust

Duty Station: Kampala, Uganda

About US:

The Agricultural Business Initiative (aBi) Trust is supporting agribusiness development in the private sector to achieve the objective of the Government of Uganda’s Competitiveness and Investment Climate Strategy (CICS). The Trust is a multi-donor entity jointly founded by the Governments of Denmark and Uganda. The mandate of aBi Trust is to support the private sector actors to increase their contribution to the agricultural sector by increasing land and labour productivity, and market competitiveness thereby contributing to poverty reduction through economic growth, wealth, and employment creation.

Key Duties and Responsibilities:

Diary Management and Scheduling

• Plan and manage the CEO ’s schedules and related logistics to ensure that s/he can efficiently meet their timelines and execute their duties
• Maintain an up-to-date calendar for the CEO ensuring proper scheduling and management of activities; any changes to venue or time are brought to the attention of the CEO in good time
• Managing the CEO ’s diary ensuring that his time is organised for maximum effectiveness and that key stakeholders are provided with access to him on a regular basis Develop and maintain an up-to-date contact list for CEO ’s business engagements
• Liaising with the Shared Services to ensure that travel arrangements, expense claims and other logistical arrangements associated with travel are carried out on time and with appropriate concern for the CEO ’s wellbeing
• Coordinate and manage (i.e. compile itinerary, plan accommodation, prepare documentation, make meeting appointments and follow up all logistical support) for the CEO ’s for all business travel
• Organise facilities for business meetings in support of the CEO ’s activities– book venues, plan for and provide logistics – equipment, stationery, refreshments, and other facilitation for Board of Directors’, Management and Staff meetings.
• Coordinate technical assistance whenever possible or make arrangements to make it available as and when needed. during

Office Management

• Provide efficient and effective administrative/secretarial services to CEO in order to facilitate achievement of intended objectives
• Compose, review, proof read and/or format correspondence e.g. emails , letters, memos and other official documentation to or from staff, board of trustees, clients, partners and other stakeholders (internal and external)
• Support the CEO with logistical arrangements associated with Board activities working with the Company secretary to prepare agendas and minutes of all board and board committee meetings
• Works with the Board Officer ensure that action lists are availed and followed up by relevant persons in a timely fashion
• Prepare minutes of Senior Management meetings for referencing and follow-up
• Provide support to the to CEO in order to facilitate strategic planning and achievement of strategic objectives

Support to CEOs

• Support aBi’s Senior Management Team in the effective implementation of strategic plans; providing administrative support and implementing certain aspects of the strategic plan as assigned
• Oversee the development of the quarterly CEO’s report; taking guidance from the CEO concerning the focus of each issue and then ensuring that contributions are gathered, edited and finalized
• Keep track of progress in the implementation of strategic plans, and other initiatives issuing from the CEO and Senior Management
• Carry out research and compile data/reports as advised by CEO and Senior Management

Communication and Stakeholder Management

• Manage internal and external correspondences to and from the CEO office for and from internal and external stakeholders
• Answer, screen and route calls or other verbal correspondence, managing call back lists or other necessary follow on actions as appropriate, making sure that there is no loss of vital facts and timely feedback is given.
• Receive, open, sort, screen and prioritize all incoming written correspondence for follow and appropriate response
• Administer stakeholder satisfaction surveys & continually improve services based on results
• Participate in the development of IP contracts for various projects.

Qualifications, Skills and Experience:

• The applicant must hold a bachelor’s degree from a recognised university
• Certification in Executive Assistance Training
• Proficient Computer knowledge (MS Office)
• Four years of post-graduation experience working in an Executive Officer environment
• Experience in Customer Service Delivery
• Proven ability to maintain confidentiality
• Fully conversant with Microsoft Office package, especially Word, Excel, PowerPoint and Outlook
• Experience of establishing professional and appropriate relationships with, and influencing, senior stakeholders
• Excellent written and spoken English, including a very high level of business and report writing
• Reporting / Documentation/ Letter writing and records keeping experience

How to Apply:

All candidates should send their applications to sumavah.musaazi@aldelia.com  indicating the Position Title in the email subject line. Please note that only successful candidates will be contacted. Canvassing will lead to disqualification. Hardcopy applications will not be accepted.

Deadline: 11^th August 2023 by 5:00pm

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