Executive Assistant Jobs at Marie Stopes Uganda (MSU)

Job Title: Executive Assistant

Employer: Marie Stopes Uganda (MSU)


Duty Station: Kampala, Uganda


Application Deadline: 16th August, 2013.


Job Details;

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 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

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.