The Ugandan Jobline

• Research, compile and organize materials for the Executive
  Director’s use in problem resolution as requested by the Executive
  Director.
• Follow up the Executive Director’s tasks and assignments, track the
  progress and assist in ensuring that time-bound commitments and/or tasks
  are completed as scheduled.
• Ensures that assignments given by the Executive Director are
  completed and timelines met.
• Compiles information, assists the Executive Director in preparing
  reports, may support to draft financial, statistical and narrative reports
  when requested.
• Composes e-mail and paper correspondence for the Executive Director
  on his/her own initiative or from general instructions.
• Creates, reviews and processes documents and records; identifies and
  corrects errors and omissions on documents received from staff, Directors
  and partners.
• Establish and maintain a manual and electronic filing/record-keeping
  system for easy storage and retrieval of documents and correspondence
  related to the Executive Director’s work.
• Formats and types a variety of executive, sensitive, confidential,
  official and/or legal letters and documents on the Executive Director’s
  instructions for his/her approval and arranges for appropriate
  circulation.
• The Executive Assistant performs a wide variety of office support
  functions using independent judgment and applying multiple program
  policies, procedures and guidelines to assist the Executive Director in
  making decisions and completing assignments.
• Responds to non-routine inquiries from staff and external parties
  and explains various program services, policies, procedures and rationale
  for decisions.
• Schedules (and reschedules where necessary) the Executive Director’s
  appointments and /or services and traveling arrangements.

• The applicant for the Executive Assistant job must hold a degree in
  a relevant discipline. A post graduate qualification would be an added
  advantage. 
• At least three years’ progressively relevant experience (ideally
  including Secretarial and Administrative work) in a reputable
  organization. Good references are particularly important.
• Knowledge of general office practices and procedures particularly in
  word processing, filing, composing business documents, gathering and
  compiling data.
• Knowledge of written communications formats and composition and
  excellent command of spoken English.
• Skill in operating various office equipment, such as personal
  computer, calculator, scanner/photocopier and phone system.
• Ability to maintain strict confidentiality.
• Extensive knowledge of MS Excel, Word and other common programs
• Ability to communicate with staff and other contacts in a courteous
  and professional manner.
• Ability to prioritize multiple tasks and coordinate a workload for
  multiple projects
• Ability to make independent decisions

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