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Fresher Admin Jobs – Executive Assistant at Plan International
Job Title: Executive Assistant
Organization: Plan International
Duty Station: Kampala, Uganda
About Plan:
Founded 75 years ago, Plan International
is one of the oldest and largest children’s development organizations in the
world. We work in 50 developing countries across Africa, Asia and the Americas
to promote child rights and lift millions of children out of poverty. Plan’s
vision is of a world in which all children realize their full potential in
societies that respect people’s rights and dignity. Plan is independent, with
no religious, political or governmental affiliations.
is one of the oldest and largest children’s development organizations in the
world. We work in 50 developing countries across Africa, Asia and the Americas
to promote child rights and lift millions of children out of poverty. Plan’s
vision is of a world in which all children realize their full potential in
societies that respect people’s rights and dignity. Plan is independent, with
no religious, political or governmental affiliations.
Job Summary: The Executive Assistant will offer
administrative and logistical support to the Country Management Team (CMT) at
Plan International. The incumbent works with CMT to align office priorities to
achieve corporate objectives.
administrative and logistical support to the Country Management Team (CMT) at
Plan International. The incumbent works with CMT to align office priorities to
achieve corporate objectives.
Key Duties and Responsibilities:
·
Expeditiously
follow up of various requests from the Region, International Headquarters (IH),
National Offices (NOs) , Donors, Government etc. and reporting requirements
e.g. Quarterly report to Region Office (RO) tracked, timely completed and
submitted.
Expeditiously
follow up of various requests from the Region, International Headquarters (IH),
National Offices (NOs) , Donors, Government etc. and reporting requirements
e.g. Quarterly report to Region Office (RO) tracked, timely completed and
submitted.
·
In
charge of conducting vigilance on all documents e.g. recruitment, tender, MOUs,
financials, letters etc. presented to Country Director (CD) and Country
Management Team (CMT) thoroughly reviewed for completeness before being
forwarded for signature.
In
charge of conducting vigilance on all documents e.g. recruitment, tender, MOUs,
financials, letters etc. presented to Country Director (CD) and Country
Management Team (CMT) thoroughly reviewed for completeness before being
forwarded for signature.
·
Make
appointments for visitors to meet with CD and other CMT members and make
appointments for Plan staff to meet with Plan partners and development agencies
that work/fund Plan.
Make
appointments for visitors to meet with CD and other CMT members and make
appointments for Plan staff to meet with Plan partners and development agencies
that work/fund Plan.
·
The
Executive Assistant will develop and maintain an efficient records management
system for CO documentation (correspondence, reports, newsletters, records,
data, information etc)
The
Executive Assistant will develop and maintain an efficient records management
system for CO documentation (correspondence, reports, newsletters, records,
data, information etc)
·
Pro-actively
co-ordinate and maintain a record of all incoming / outgoing correspondences
(mail, email, parcels, etc.) and send reminders of deadlines to CD & CMT
members for timely response
Pro-actively
co-ordinate and maintain a record of all incoming / outgoing correspondences
(mail, email, parcels, etc.) and send reminders of deadlines to CD & CMT
members for timely response
·
In
charge of organizing high profile visits of NOs / Board members and IH.
In
charge of organizing high profile visits of NOs / Board members and IH.
·
Ensure
that adequate and effective administrative and logistical support is given to
the CMT
Ensure
that adequate and effective administrative and logistical support is given to
the CMT
·
Prepare
minutes during extended CMT meetings and submit them for approval
Prepare
minutes during extended CMT meetings and submit them for approval
·
Work
closely with the Communications Manager, consolidate team briefing reports from
all Programme Areas (PAs) including Country Office (CO) and forward to Regional
office for submission to IH.
Work
closely with the Communications Manager, consolidate team briefing reports from
all Programme Areas (PAs) including Country Office (CO) and forward to Regional
office for submission to IH.
·
Maintain
contact with the Country Director when traveling to ensure that appropriate
action is taken on pending issues.
Maintain
contact with the Country Director when traveling to ensure that appropriate
action is taken on pending issues.
·
Maintain
an up-to-date Country Calendar for all important deadlines and important
upcoming events is maintained and shared with all relevant units.
Maintain
an up-to-date Country Calendar for all important deadlines and important
upcoming events is maintained and shared with all relevant units.
·
Manage
the first aid kit.
Manage
the first aid kit.
·
Perform
any other duties as maybe assigned by the supervisor.
Perform
any other duties as maybe assigned by the supervisor.
Qualifications, Skills and Experience:
·
The
applicants for the Plan International Executive Assistant vacancy should hold a
Bachelor’s degree in Office Management, Administration a relevant field
The
applicants for the Plan International Executive Assistant vacancy should hold a
Bachelor’s degree in Office Management, Administration a relevant field
·
Computer
literacy skills i.e. proficiency in MS Office and the internet
Computer
literacy skills i.e. proficiency in MS Office and the internet
·
Ability
to be proactive, prioritize, multitask, and perform efficiently and effectively
with individuals in a fast paced working environment
Ability
to be proactive, prioritize, multitask, and perform efficiently and effectively
with individuals in a fast paced working environment
·
Past
experience and training in Customer Care
Past
experience and training in Customer Care
·
Ability
to handle sensitive and confidential information with discretion
Ability
to handle sensitive and confidential information with discretion
·
Keen
attention to detail with excellent organizational skills
Keen
attention to detail with excellent organizational skills
·
Excellent
communication skills (written, verbal, listening, and presentation)
Excellent
communication skills (written, verbal, listening, and presentation)
·
Ability
to manage basic accounting assignments
Ability
to manage basic accounting assignments
·
Warm
personality with a good sense of humor.
Warm
personality with a good sense of humor.
How to Apply:
All suitably qualified candidates should
send their electronic copies (of not more than 2MB) including application
letters together with updated CVs, contact telephone numbers, copies of
relevant certificates, names and contact details of three references plus
salary history should be included and sent to the undersigned; The Country
Human Resources Manager, Plan Uganda.
send their electronic copies (of not more than 2MB) including application
letters together with updated CVs, contact telephone numbers, copies of
relevant certificates, names and contact details of three references plus
salary history should be included and sent to the undersigned; The Country
Human Resources Manager, Plan Uganda.
Email to:
uganda.recruitment@plan-international.org.
uganda.recruitment@plan-international.org.
NB:
Qualified female candidates are encouraged to apply. Only Short-listed
candidates will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 16th September, 2015
Qualified female candidates are encouraged to apply. Only Short-listed
candidates will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 16th September, 2015
Deadline: 16th July, 2015
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