14 June 2017

Executive Assistant NGO Career Jobs - Most At Risk Populations (MARPs) Network

Job Title:        Executive Assistant
Organisation: Most At Risk Populations (MARPs) Network
Duty Station: Kampala, Uganda
Reports to: Chief Executive Officer

About US:
The Most At Risk Populations (MARPs) Network is a not-for-profit Non-Governmental Organization (NGO) whose purpose is “to serve as a platform for MARPs voices through facilitating coordinated response at national level in Uganda.”

Job Summary: The Executive Assistant will build a strong Human Resource, Administrative and Public Relations culture, increase awareness and develop a desirable Organizational image.

Key Duties and Responsibilities:  
Human Resource:
  • Formulate and implement HR strategies and initiatives aligned with the overall Organisational strategy.
  • Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices.
  • Sustain the work structure by updating job requirements and job descriptions for all positions, and recommends necessary changes.
  • Guide managers on candidate selection by establishing a recruiting and interviewing program, and also conducts exit interviews.
  • Promote healthy relationships between staff and management through mediation, handling labour disputes and guiding department managers through employee issues.
  • Prepare employees for assignments, by establishing and conducting orientation and training programs; in other words, responsible for talent development.
  • Maintains human resource records by collecting and analysing employee data, designs a filing and retrieval system; and keeps accurate and complete employee records.
  • Develop and maintain a pay plan by conducting periodic pay surveys, prepare pay budgets; monitor and schedule individual pay actions; recommend, plan, and implement pay structure revisions.
  • Complete human resource operational requirements by scheduling and assigning employees; follow up on work results and conduct performance appraisals.
  • Schedule management conferences with employees, facilitate hearing and resolve employee grievances; counsel employees and supervisors.
  • Maintain employee benefits programs and inform employees of benefits by studying and assessing benefit needs and trends; recommend benefit programs to management; direct the processing of benefit claims; obtain and evaluate benefit contract bids; award benefit contracts; design and conduct educational programs on benefit programs.
  • Ensure legal compliance by monitoring and implementing applicable human resource state requirements, conduct investigations, maintain records and represent the organization at hearings.
  • Maintain professional and technical knowledge by attending educational workshops, reviews professional publications establish personal networks and participate in professional societies.
  • Formulate a comprehensive leave-management plan for the entire organisation.
Administrative Duties:
  • Supervise administrative staff and divide responsibilities to ensure performance
  • Manage agendas/travel arrangements/appointments among others for the Executive Director. In other words, manages schedules and deadlines.
  • Manage organisational correspondences (Phone calls, e-mail, letters, packages etc.)
  • Responsible for petty cash in the Secretariat.
  • Offer support in the budgeting and bookkeeping procedures; also creates and updates records and databases with personnel, financial and other data.
  • Plan and coordinate administrative procedures and systems and devise ways to streamline processes
  • The jobholder will also recruit and train personnel and allocate responsibilities and office space
  • Assess staff performance and provide coaching and guidance to ensure maximum efficiency
  • Ensure the smooth and adequate flow of information within the company to facilitate other business operations
  • Keenly monitor inventory of office supplies and the purchase of new material with attention to budgetary constraints.
  • Monitor costs and expenses to assist in budget preparation
  • Oversee facilities services, maintenance activities and trades persons (e.g electricians)
  • Ensure operations adhere to policies and regulations
  • Keep abreast with all organizational changes and business developments
 Public Relations Duties:
  • Formulate the organisational communications plan including strategy, goals, budget and tactics.
  • Develop media relations strategy, seeking high-level placements in print, broadcast and online media.
  • Maintain a keen understanding of key population programming and make appropriate recommendations regarding communication strategy surrounding them.
  • Public relations managers are tasked with fielding media questions and pitching stories to the media, preparing media kits and organizing press conferences.
  • In addition to writing press releases, they develop advertising and communication materials and prepare articles for newsletters.
  • The public relations manager will also release information to counter negative publicity and handle crisis and emergency communications.

Qualifications, Skills and Experience:
  • The ideal candidate for the Executive Assistant job placement should hold an Undergraduate Degree in Business Administration, Human Resources, Social Sciences, Development Studies, Education or any other related discipline.
  • Possession of a Master’s degree in Public Administration and Management, Human Resource Management from a recognized University/Institution.
  • Possession of a Post Graduate diploma in related discipline is an added advantage.
  • At least ten years of highly accomplished, committed, results-oriented and self-motivated experience in front line proficiency and administrative management.
  • I have strong knowledge and skills in Monitoring & Evaluation, Public Administration and Management, as well as Management of Human and Financial resources.
  • Exceptional at initiating, establishing and maintaining meaningful partnerships and relationships with governments, development partners, civil societies and individuals in complex collaborative context.
  • Able to exhibit a high level of integrity, openness and transparency, and very competent at facilitation, record keeping as well as report writing.
  • Excellent written and oral communication skills.
  • Honest and trustworthy.
  • Attention to detail
  • Team Work Ability
  • Report Writing & Record Keeping Skills
  • The ability to analyse and research information
  • Good sales and negotiation skills
  • Result Oriented
  • People Management Skills

How to Apply:
All suitably qualified and interested candidates should send their applications, copies of academic and employment record documents and CVs / resumes to:

The Human Resource Office,
Most At Risk Populations (MARPs) Network Secretariat,
Plot 81, Bukoto Street-Kamwokya,
P.O. Box 3803, Kampala

 Or e-mail to: info@marps.net copy amubiru@marps.net;

Deadline: 15th June, 2017 by 5:00pm

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