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Position
Title:Personal Assistant (PA) to the Company
MD/Chairman
Organization: FIG Consult Limited
Duty Station: Kampala, Uganda
About US:
Our client is one of the leading pharmaceutical
companies in Kampala – Uganda.
Job Summary:
·
The Personal Assistant (PA) works closely with the Company MD / Chairman to
help ensure the efficient administration and day-to-day operations of the MD’s
office and support the completion of selected tasks and specially delegated
assignments.
·
S/he will serve as a liaison and resource person in support of senior
management team and advisory board.
·
The post holder will help ensure the efficient administration of the CEO's
office, provide support to senior management team, and complete a range of
interesting specially delegated assignments.
·
The candidate should be creative and enjoy working on 0 wide ranges of
activities.
·
The ideal individual wilt has the ability to exercise good judgment in a
variety of situations, with string written and verbal communication as well as
administrative and organizational skills.
·
The post requires project coordination experience, excellent interpersonal
skills, computer skills, and the ability to work flexibly end well with all
levels of management and staff, as well as with outside contacts.
Key Duties and Responsibilities:
Chief Executive Officer’s Office
·
Coordinate and oversee the CEO’s
schedule. Manage a calendar of appointments and act as a filter to administer
incoming requests. Ensure relevant information is collated in advance of
meetings whether internal or external. Arrange detailed travel plans and
itineraries, compiling LL documents and a trip file for travel-related
meetings/events.
·
Research, prioritise and follow
up on incoming issues and concerns addressed to the CEO, as directed - propose
appropriate courses of action, referral, or response where appropriate.
·
Office organisation: Keep track
of deadlines on incoming and outgoing task requests. And put preliminary work
in play where appropriate. In consultation with the CEO, update delegated tasks
with relevant Departments and Units to ensure progress to deadlines and that
completed documents are delivered accurately, Organize key records, and
maintain appropriate filing systems and databases.
·
Ensure CEO’s budget and expense
reports are updated and completed after trip/event .
·
Maintain tact and confidentiality
and assure careful handling of all business.
Internal and External Communications
IP
External:
Handle incoming and outgoing communication.
Follow up on contacts made by the CEO and support the cultivation of ongoing
relationships as directed. Work with department Heads to coordinate CEO's
outreach activities - organise materials for presentations to external
stakeholders and maintain close liaison with the relative department. stay
up-to-date on general trends and developments in the Kenya Pharmaceutical
sector.
Internal:
Work with the CEO to develop
regular internal communication and messaging.
Such as
updates for relevant Goodman Agencies intranet pages, maintaining the CEO's
Pio, input to staff communiqués, internal Newsletters. Video clips, etc.
Stay
abreast of internal company developments and keep the CEO updated on relevant
opportunities and events - such as planned external communications.
Take
responsibility for ensuring IT skills are maintained and updated.
Management Team Support
·
Support the preparation,
arrangements and coordination of senior management team meetings, coordinating
agendas, ensuring timeliness with appropriate documentation, and arranging
itineraries and travel where appropriate. Participate as an adjunct member in
specified management team meetings by assisting in transcribing minutes,
collating action points or developing agreed communication points.
·
Support the update and
maintenance of Cross- Departmental calendar of 'key' events to raise awareness
and maximize opportunities.
·
Facilitate smooth communication
and liaison between the CEO's office and internal departments as required -
maintaining credibility and trust with Goodman Agencies Ltd's management staff.
·
Communicate with Advisory Board
members on behalf of the CEO as needed - maintain discretion and
confidentiality in relationships with all Advisory Board members.
·
Ensure arrangements are completed
for all Advisory Board meetings -assist Advisory board members with travel
schedules or lodging as required.
Special Projects:
The
Personal Assistant (PA) will be assigned a variety of special projects or
assignments by the CEO in support of the senior management team. This may
include data gathering requests involving light research or report abstracts,
as requested.
Perform
any other duties that can be assigned from time to time.
Qualifications, Skills and Experience:
·
The applicant must hold a
Bachelor’s degree in Secretarial Studies, Office Management or Business
Administration or in any related field.
·
Three years of experience in the
same role or working experience in a junior role but in the same department for
a minimum of five years.
·
Previous knowledge and experience
and interest in internal and external communications and partnership
development.
·
Experience of time management and
facilitation skills
·
Interested in private sector
issues.
·
Very quick at learning and
delivering g reports in time.
·
Excellent communication skills.
·
Excellent with leadership skills.
·
Able to work independently as
well as in a team.
·
Computer literacy in MS Office,
power point.
·
Must have highest level of
integrity.
Age:
Below 35 years
How to Apply:
All candidates are strongly encouraged to send
their applications via Email including a cover letter, updated CV and copies of
academic credentials to ug.jobs2018@gmail.com
NB: Female candidates are advised to apply and please include the position
title as “Personal Assistant (PA).”
Deadline: 16th January 2018
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