The Ugandan Jobline

• Maintain,
  update and manage accurate electronic diary, mail and computer databases,
  assessing priority of appointments and reallocation as necessary for the
  Director;
• Organise
  appointments, meetings and conferences which may include collating meeting
  papers, pre-meeting debriefs to the Director and coordinating venues and
  arranging in-country travel itineraries;
• Coordinate
  out of the County travels and accommodation arrangements for the Director
  including securing any required visas on time;
• Ensure
  that incoming correspondence is dealt with in a professional and timely
  manner by the Director/or on behalf of the Director, or other staff as
  appropriate;
• Undertake
  research for specific information using electronic resources and/or
  networking relationships with internal and external key stakeholders and
  also assisting the Director in researching and following up with action on
  matters which fall within the Director’s responsibility – chasing
  responses, triggering follow-up action;
• Ensure
  the Director is fully briefed on, or prepared for, any engagements he is
  involved in through keeping and maintaining an accurate record of papers
  and electronics correspondences on behalf of the Director;
• Screen
  and filter general information, queries, phone calls and invitations to
  the Director by redirecting or taking forward such contacts as appropriate
  as well as organizing inbound emails into the appropriate folders and any
  relevant information to be copied into the correct file on the hard drive;
• To
  be the first point of contact for all enquiries related to the Director
  and ensuring that they are acted upon efficiently and to a high standard
  of effectively were necessary;
• Provide
  full administrative and secretarial support to the Director, including
  drafting reports, letters, articles and speeches where appropriate;
• Undertake
  the necessary preparation for meetings i.e. preparing background material
  and ensure that all Programme files are kept up-to-date;
• Draft
  and/or prepare correspondence on behalf of the Director;
• Implement
  and maintain an efficient filing system to provide structure and an
  effective reference resource at all times for easy retrieval;
• Maximise
  the visibility of the RLP and the Director’s work, through ensuring that
  IT systems are state of the art and through systematising social media
  coverage (e.g. twitter, LinkedIn, Facebook, organizational and personal
  website)

• Support
  the Refugee Law Project Management Team and the Monitoring Team and ensure
  that any meeting minutes or other decisions taken are shared and acted
  upon in a timely and professional manner;
• Draft
  the Director’s report to the mid- and end-of-year review meetings
• Ensure
  the collation of the Refugee Law Project’s Annual Report

• Review
  and reconcile the Director’s internal budget;
• Tasked
  with reconciling expenses made on the Director’s credit card statements as
  required;
• Ensure
  that all requisitions and accountabilities for Director’s office are
  submitted on time;

• Ensure
  that clients are given timely appointments as well as referred to other
  members when appropriate
• Provide
  visitors to RLP and waiting to meet the Director with a hospitable
  environment and ensure they are given utmost updates of when the meetings
  are to take place and provide refreshments as and when required;

• Availability
  to work (occasionally) unsociable hours, evenings, weekends and public
  holidays when required;
• Undertake
  any other duties which are consistent with the basic objectives and or/
  duties of the post.

• The
  ideal candidate for the Refugee Law Project (RLP) Executive Assistant job
  opportunity must hold a Bachelor’s Degree from a recognized university
• A
  minimum of three (3) years of professional experience in a busy
  organisation
• Possession
  of a touch-typing speed of 40 words per minutes with 90% accuracy
• Previous
  experience of electronic diary management
• Excellent
  IT skills, including a working knowledge of presentation software
  packages, preferably Microsoft Office Word, Excel and PowerPoint, outlook
• Keen
  interest in social justice and commitment to inclusion, dignity, and
  respect for diversity
• Proven
  integrity and capacity to deal with sensitive information with discretion
  and to maintain confidentiality
• Excellent
  command of the English language, both verbal and written
• Tactful,
  diplomatic, responsive and self-confident, with excellent communication
  and interpersonal skills, including knowledge of etiquette and ability to
  think on one’s feet, including the ability to prioritise and
  re-prioritise.
• Highly
  flexible, committed and mature with ability to show initiative and common
  sense, plan own work, work unsupervised, handle multiple tasks, meet
  deadlines and work in a fast-paced environment under pressure and to tight
  deadlines
• Excellent
  administrative and time-management skills, with excellent attention to
  detail and accuracy, and capacity to lead on specific initiatives
• Knowledge
  of Health and Safety standards
• Strong
  understanding of statistics
• Possession
  of valid travel documents
• Able
  to lead by example and demonstrate desire to share expertise, knowledge
  and skills with other team members
• Knowledge
  of one or more languages spoken in forced migrant communities (e.g.
  Swahili, French, Lingala, Somali, Juba Arabic, Kirundi etc.)

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