Admin Jobs – Executive Assistant – Refugee Law Project (RLP)

Job Title:         Executive
Assistant
Organization: Refugee
Law Project (RLP)
Duty Station: Kampala, Uganda
Reports to: Director
About US:
The Refugee Law Project (RLP)
is an outreach project of the School of Law, Makerere University. Our Mission
is to empower asylum seekers, refugees, deportees, IDPs and host communities to
enjoy their human rights and lead dignified lives. Refugee Law Project’s work
is currently structured in five thematic areas: Access to Justice; Conflict, Transitional
Justice & Governance (CTJ&G), Gender & Sexuality; Mental Health
& Psychosocial Wellbeing; and Media for Social Change.
Job Summary: The Executive
Assistant will be provide comprehensive administrative, organisational and
strategic support to the Director to maximise his/her effectiveness, both
internally and externally.
Key Duties and Responsibilities:
Administrative:
  • 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)
Organisational:
  • 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
Financial:
  • 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;
Client and Stakeholder Support:
  • 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;
Other:
  • 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.



Qualifications, Skills and Experience:
  • 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.)
How to Apply:
All candidates who wish to join
the Refugee Law Project (RLP) in this capacity are encouraged to send a
motivation letter and curriculum vitae electronically
to: recruitment@refugeelawproject.org
NB: The
position applied for MUST be indicated in the subject line of the email. Copies
of certificates should not be attached, but will be requested for from
short-listed candidates only.
Deadline: 21st February 2018
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please visit https://www.theugandanjobline.com or
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