Job Title: Senior Executive Assistant
Organisation: Uganda Bureau
of Statistics (UBOS)
of Statistics (UBOS)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Principal
Administration Officer
Administration Officer
Job Ref: UBOS/HRM-SEA/2015/01
About US:
The Uganda
Bureau of Statistics (UBOS) is a semi-autonomous body established by the Uganda
Bureau of Statistics Act, 1998, to promote the production of reliable official
statistics and ensure the development and maintenance of the National
Statistical System (NSS). The mandate of the Bureau is the Production,
Coordination and Dissemination of Official Statistics.
Bureau of Statistics (UBOS) is a semi-autonomous body established by the Uganda
Bureau of Statistics Act, 1998, to promote the production of reliable official
statistics and ensure the development and maintenance of the National
Statistical System (NSS). The mandate of the Bureau is the Production,
Coordination and Dissemination of Official Statistics.
Job Summary: The Senior Executive Assistant will organize and administer the office of the Executive
Director in a highly effective and efficient manner.
Director in a highly effective and efficient manner.
Key Duties and Responsibilities:
·
The incumbent will serve as the Personal Assistant
to the Executive Director;
The incumbent will serve as the Personal Assistant
to the Executive Director;
·
Responsible for providing high level administrative
support to the Executive Director;
Responsible for providing high level administrative
support to the Executive Director;
·
The incumbent will manage the Executive Director’s
schedule and appointments;
The incumbent will manage the Executive Director’s
schedule and appointments;
·
Coordinate the Executive Director’s travels;
Coordinate the Executive Director’s travels;
·
Plan, budget and manage the office requirements for
the office of the Executive Director;
Plan, budget and manage the office requirements for
the office of the Executive Director;
·
Manage all reservations and booking for the
conference hall, Boardroom and Committee room;
Manage all reservations and booking for the
conference hall, Boardroom and Committee room;
·
Responsible for diary management and coordination of
activities between the Executive Director’s office and rest of the Bureau;
Responsible for diary management and coordination of
activities between the Executive Director’s office and rest of the Bureau;
·
Organize the Executive Director’s office;
Organize the Executive Director’s office;
·
Receive and summarize contents from the suggestion
box(es) and submit them to Executive Director for action;
Receive and summarize contents from the suggestion
box(es) and submit them to Executive Director for action;
·
Receive and guide visitors to the Executive
Director’s Office;
Receive and guide visitors to the Executive
Director’s Office;
·
Draft briefs for the Executive Director in preparation
for Executive meetings or visits; and
Draft briefs for the Executive Director in preparation
for Executive meetings or visits; and
·
Receive all incoming correspondences to the
Executive Director and prioritise and route them accordingly.
Receive all incoming correspondences to the
Executive Director and prioritise and route them accordingly.
Qualifications, Skills and
Experience:
Experience:
·
The applicant should preferably hold a Bachelor’s
Degree (with honors) in Office Management or Secretarial Studies from a
recognized university;
The applicant should preferably hold a Bachelor’s
Degree (with honors) in Office Management or Secretarial Studies from a
recognized university;
·
Possession of a Post-Graduate training in Management
or Administration, Human Resource Management or Protocol and Diplomacy from a
recognized institution;
Possession of a Post-Graduate training in Management
or Administration, Human Resource Management or Protocol and Diplomacy from a
recognized institution;
·
Membership of professional bodies such as Institute
of Chartered Secretaries and Administrators (ICSA) is an added advantage;
Membership of professional bodies such as Institute
of Chartered Secretaries and Administrators (ICSA) is an added advantage;
·
Certified Professional Secretary (CPS) or Certified
Administrative Professional (CAP) status is an added advantage too.
Certified Professional Secretary (CPS) or Certified
Administrative Professional (CAP) status is an added advantage too.
·
At least ten years of related work experience in
similar positions from reputable and busy institutions, five years of which
should have been as a Personal Secretary/ Assistant to a Top Executive.
At least ten years of related work experience in
similar positions from reputable and busy institutions, five years of which
should have been as a Personal Secretary/ Assistant to a Top Executive.
·
Hold a credit in Mathematics at O’ level;
Hold a credit in Mathematics at O’ level;
·
Excellent command of both written and spoken English
Excellent command of both written and spoken English
·
Excellent administrative skills;
Excellent administrative skills;
·
Ability to act with discretion and maintain
confidentiality;
Ability to act with discretion and maintain
confidentiality;
·
Proficient in the use of the Microsoft Office suite
packages; Organization and flexibility skills;
Proficient in the use of the Microsoft Office suite
packages; Organization and flexibility skills;
·
Must be a good communicator;
Must be a good communicator;
·
Customer care and people management skills;
Customer care and people management skills;
·
Leadership and analytical skills;
Leadership and analytical skills;
·
Be a self-starter and possess high levels of
integrity; and
Be a self-starter and possess high levels of
integrity; and
·
Must be resilient, able to work under pressure and
also meet strict deadlines.
Must be resilient, able to work under pressure and
also meet strict deadlines.
·
Ability to build working relationships with people at
all levels;
Ability to build working relationships with people at
all levels;
·
Self-motivated with strong organizational and
interpersonal skills;
Self-motivated with strong organizational and
interpersonal skills;
·
Ability to work independently and proactively when
managing competing priorities.
Ability to work independently and proactively when
managing competing priorities.
·
Proficiency in diary management;
Proficiency in diary management;
·
Skilled in organizing meetings, taking minutes;
Skilled in organizing meetings, taking minutes;
·
Good planning and organizational skills
Good planning and organizational skills
·
Age: Above 35 years
Age: Above 35 years
How to Apply:
All suitably
qualified and interested candidates should send their applications including
their letters of application with their most reliable postal, email and
telephone contacts, updated Curriculum Vitae (CV) with names and full contact
details of three credible referees should be attached. Also attached should be
relevant copies of academic transcripts and certificates. The complete applications
should be addressed to:
qualified and interested candidates should send their applications including
their letters of application with their most reliable postal, email and
telephone contacts, updated Curriculum Vitae (CV) with names and full contact
details of three credible referees should be attached. Also attached should be
relevant copies of academic transcripts and certificates. The complete applications
should be addressed to:
The Deputy
Executive Director – Corporate Services,
Executive Director – Corporate Services,
Uganda Bureau
of Statistics,
of Statistics,
Plot 9,
Colville Street,
Colville Street,
P.O. Box 7186,
Kampala. Uganda
Kampala. Uganda
Email to: [email protected]
Deadline: Friday, 13th
November 2015 by 5.00pm
November 2015 by 5.00pm
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