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JOB TITLE:
EXECUTIVE ASSISTANT
Organisation: Marie
Stopes Uganda (MSU)
Base Station:
Kampala
Duration of Contract:
2 years.
Background
Information:
Marie Stopes Uganda (MSU) is a marketing-focused,
results-oriented social business that uses modern
management and marketing
techniques to provide family planning and reproductive healthcare across every
district of Uganda.
We aim to contribute 15 points to Uganda’s contraceptive
prevalence rate by 2015, saving and improving many thousands of Ugandan lives.
For over 15 years Marie Stopes Uganda (MSU) has prided itself on providing a
wide range
of high quality, affordable and client-centred services to
men, women and young people. Our 340 team members work in every district of
Uganda and provide approximately 35% of all modern contraception, the majority
of which is
delivered in hard to reach and remote areas. In 2012, MSU
generated over 1.1 million Couple Years of Protection and provided qua lity
services to over 350,000 Ugandans.
We are seeking ambitious, experienced and driven Individuals
to fill;
1. The Information Technology Head position whose main role
is to solve problems in a multi-server environment, through a variety of
software systems and applications in accordance with the Standard Operating
Procedures, Donor compliance regulations, deadlines,
contractual targets and budgets
2. The Executive Assistant’s position whose main role is to
provide the Country Director and the Director: Private Sector Partnerships
(executive management) with high quality administrative support to facilitate
their
successful delivery of projects and operational activities
in an orderly and well planned manner.
Key Responsibilities:
Directors’ diary and
calendar in an effective and strategic way. Liaise with each Dire
• Managing each ctor on a daily basis regarding short,
medium and long term plans. Liaison with internal and external parties to
arrange meetings and calls, establishing priorities and negotiating diary
changes with the respective Director.
• Coordinating well planned meetings. Arranging meetings, especially
those organized by the executive team e.g. Board meetings, SMT meetings, general
staff meetings, ad hoc meetings. This includes ensuring materials are available
for all participants, equipment is provided, and outputs recorded, including
preparations of high quality, usable minutes.
• Run a professional offi ce. Ensuring that telephone calls
are dealt with in a professional way. Ensure staff and visitors are always
attended to promptly and diplomatically and that all messages are properly
recorded and conveyed to the respective
Director.
• Manage access to each Director. Respecting an open door environment,
exercise discretion to restrict access to each Director according to schedules
and each Director’s preference.
• Organise travel plans, including logistics and accommodation
in a proactive manner. Flights and accommodation should be booked timorously
with an eye to budgets, and schedules produced for the Director.
• Good administration of material. Develop and maintain a
well-organized and easy to follow fi ling system that permits easy reference to
and rapid retrieval of information whether in soft copy or hard copy depending
on the preference of each Director.
• Assist each Director in preparation of presentation materials.
• Prioritize and manage multiple projects simultaneously, and
follow through on issues in a timely manner
• Carrying out secretarial duties as directed by the executive
management i.e.; drafting, typing, editing and formatting documents and letters
that go out to partners, stakeholders, clients and staff.
• Responsible for continuously expanding and updating professional
knowledge and honing training skills in order to enhance individual and team
innovation and productivity
• Keep all important information (especially HR data)
and business secrets confi dential, acknowledging the
importance of the material handled by each Director.
Education and
Experience
• A bachelor’s degree in Social Sciences, secretarial
studies humanities or related discipline.
• Five years’ experience in a related fi eld.
• In-depth knowledge of MS Offi ce packages.
Desired skills,
abilities
• Good analytical, planning and organizational skills
• Proven excellent technical oral, written, and editing
abilities;
• Should be able to work in deadline driven/results
orientated atmospheres
• Able to think strategically and a good planner
How To apply:
Please send a CV and Cover letter by email to
jobs@mariestopes.or.ug or post to the Senior Manager, People and Development,
Plot 1020, Kisugu-Muyenga, P.O Box 10431, Kampala-Uganda, quoting the position
title by 6.pm on Friday 16th August, 2013. Marie Stopes
Uganda is an equal opportunities employer committed to fostering a diverse
workforce. Marie Stopes Uganda is thankful to all applicants for their interest
but only candidates
who meet all requisite criteria and are short listed will be
contacted.
