The Ugandan Jobline

• Receive and
  stamp all incoming mail
• Handle all
  office correspondence and redirect where
  necessary.          
• In consultation
  with the Managing Director, reply to letters/queries on behalf of the
  Director when appropriate.
• Answer and
  redirect incoming calls
• Maintaining the
  Director’s diaries and schedule appointments.
• Resolve time
  conflicts arising from the diaries
• Handle the
  Directors cash expenditures and enter them in the vouchers
• Ensure that all
  directors cash expenditures are signed by the recipients of the cash
• Maintain
  accounts of our Eastern African customers as well as necessary export
  permits needed to export our commodities/livestock to them.

• 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
• File all
  submissions and minutes

• 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 the shortest
  time possible.
• Confirm accuracy
  of incoming correspondence, liaise with originators and forward once ready
  for signature.
• Scan documents
  and systematically file.

• 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 traveller comes back to the home office.

• The ideal candidate should possess a bachelors
  in secretarial studies or related field
• Three or more years’
  experience in a busy environment
• Office
  administration and secretarial skills
• Good typing
  skills.
• Organizing
  skills
• Confidentiality.
• Reliability.
• Time management
  skills
• Computer
  literate
• Good customer
  relations skills.

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