Admin Jobs – Personal Assistant at Electricity Company

  Administration Jobs in Uganda, Business Administration Jobs in Uganda, Uncategorized

Job Title: Personal
Assistant

Reports to: Managing Director
About Us: 
Our Client is the leading
electricity generation company in Africa and is seeking to recruit a result
driven and motivated for the vacancy above.
Job Summary: The Job holder will provide versatile
secretarial and administrative support as required by management.
Key Duties &
Responsibilities:
1.      Record
Management
  • Implement and maintain a well
    organized secretarial function which includes a complete administrative
    and filing system.
  • Take minutes of meetings and
    ensuring distribution to all concerned within two weeks.
  • Confirm accuracy of incoming
    correspondence, liaise with originators and forward once ready for
    signature.
  • Scan documents and systematically
    file on BIP.
2.     Travel
Support
  • Book air tickets, accommodation and
    make transportation arrangements for travelling directors and managers.
  • Confirm itinerary 
  • Inquire about travel visas for
    foreign trips and where required, make the necessary arrangements to
    obtain the visas.
  • Support the travelling
    Director/Manager with any other logistical needs and stay in touch until
    the traveler comes back to the home office.
3.     Meeting
Support
  • Manage MD’s calendar and meetings
    including all logistics for the said meetings (venue, refreshments, types
    of meetings such as monthly review, weekly reviews etc).
  • Circulate actions and confirm
    completion two weeks before the meetings
  • Review contents and quality of Board
    papers 
  • Confirm that all approvals are
    appropriately signed
  • Format, review, and forward to the
    Company Secretary.
  • File all submissions and minutes in
    the BIP
4.     Correspondence
Management
  • Receive and stamp all incoming mail
  • Handle all office correspondence and
    redirect where necessary.
  • In consultation with Directors,
    reply to letters/queries on behalf of the directors when appropriate.
  • Answer and redirect incoming
    calls 
5.     Appointment
Management
  • Maintaining the Director’s diaries
    and schedule appointments
  • Resolve time conflicts arising from
    the diaries
6.     Risk
Management
  • Identify and bring to management
    attention any perceived risks pertaining to the management of the office.
  • Follow up on all mitigating actions
    from the identified risks to confirm implementation and close out of such
    risks and any outstanding actions with the Risk department.
7.     Office
Management
·         Co-ordinate
office requirements as need arises by bringing those requirements to the
attention of relevant owners and follow up until resolved.
Key Outputs:
·         Filing
system maintained.
·         Scheduling
appointments done.
·         Logistical
arrangements for meetings conducted
·         Taking
minutes of meetings done.
·         Handling
all office correspondence.
·         Travel
arrangements.
·         Accurate
and efficient typing of correspondence
Qualifications, Skills
& Experience:
  • Office administration and
    secretarial skills
  • Good typing skills.
  • Organizing skills
  • Confidentiality.
  • Reliability.
  • Time management skills
  • Computer literate
  • Good customer relations skills.
How to apply:
Please follow the
instructions as stated below as failure to do so could lead to
disqualification.
Write an Application letter
and CV/Resume.
Merge these two documents
into one document in either word or PDF format.
Do not attach or send any
scanned documents. These are sometimes too large for our inbox.
Include the job title
and/or reference number in the subject line of the email address and send your
application by email to pajobs@nftconsult.com     
Only successful candidates
will be contacted. For all other inquiries please contact our offices directly
For More Ugandan Jobs,
Please Visit https://www.theugandanjobline.com   or find us on our
facebook page https://www.facebook.com/UgandanJobline

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