Personal Assistant Job – Royal Embassy of Saudi Arabia

Job Title:    Personal Assistant
Organisation: Royal Embassy
of Saudi Arabia
Reports to: Ambassador
About US:
NFT Consult, a
leading HR Consultancy firm, seeks to recruit for its valuable client, The Royal
Embassy of Saudi Arabia acts as the representative of the Saudi government in
Uganda to promote Saudi interests and to give assistance to Saudi nationals in
Key Duties and Responsibilities:  The Personal Assistant will support the Ambassador
in the implementation of the following;
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.
Book all air tickets, accommodation and make transportation arrangements
for travelling directors and managers.
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.
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
Regularly review contents and quality of Board
Confirm that all approvals are appropriately signed
Format, review, and forward to the Company Secretary.
File all submissions and minutes in the BIP.
Receive and stamp all incoming mail
Manage all office correspondence and redirect where
Work closely with Directors to reply to
letters/queries on behalf of the directors when appropriate.
Answer and redirect incoming calls
 The incumbent will be maintaining the Director;s
diaries and schedule appointments
Resolve time
conflicts arising from the diaries
Identify and bring to management attention any
perceived risks pertaining to the management of the office.
Expeditiously 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.
Co-ordinate all office requirements as need arises
by bringing those requirements to the attention of relevant owners and follow
up until resolved.
Key Performance Indicators:
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 and
The Personal Assistant should have excellent office
administration and secretarial skills
Good typing skills.
Excellent organizational skills
High degree of confidentiality and integrity
High degree of reliability.
Time management skills
Computer literacy skills
Good customer relations skills.
How to Apply:
All suitably
qualified candidates should visit the web link below and create a profile on
the NFT Consult website by entering their e-mail addresses. Please visit web
link below and click Apply now if convinced you have the job requirements. The
applications/CVs should be prepared in English and submitted in either MS Word
or PDF format will be considered.
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Duty Station: Kampala,

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