The Ugandan Jobline

• Assess quality of documents requiring the Managing Director’s
  approval according to Med-Optics Ltd Policy and Procedures.
• Maintain filing in the Managing Director’s office in a clear and
  orderly manner.
• Prepare and maintain agenda/ schedules of meetings workshops, events
  and appointments for the Managing Director and the Heads of Department.
• Keenly monitor and maintain information flow to and from the
  Managing Director’s office and ensure circulation to all relevant
  departments and units.
• Organize and make travel arrangements/reservations for national and
  international travel for staff including processing of travel insurance
  and ensure travel advances for EXCOM are secured on time and accounted in
  line with Med-Optics Ltd Policies and Procedures.
• Supervise the Receptionist and provide general support to him/her in
  receiving and managing inquiries, visitors and telephone calls and the
  same for the Managing Director.
• Ensure that all incoming mail and calls are recorded and routed to
  the relevant person for appropriate action to be taken and also ensure an
  efficient filing/retrieval system for all Business Services documentation
  (correspondences, reports, newsletters, records, data, information etc).
• Prepare and control the budget of the Office of the Managing
  Director in line with Med-Optics Ltd financial and administration
  guidelines.
• Prepare reports relating to the activities of the Office of the
  Managing Director in line with Med-Optics Ltd established reporting
  guidelines.
• Ensure Board papers, agendas and meetings are prepared and
  organized, managing communication with the Board.
• Maintain strict confidence of all Med-Optics business dealings and
  documentation.

• The ideal candidate for the Med-Optics Limited Executive Assistant
  job placement must hold a university degree in secretarial studies, office
  management or related field.
• Minimum of three years’ experience. Effective workload management
  and delivery on commitments.
• Computer literate (sound knowledge of Microsoft office – including
  word, outlook, PowerPoint, Excel and Access). Ability to use project
  management and publishing software an added advantage.
• Experience in improving work processes will be an added advantage.
• Initiative and ability to work to strict deadlines.
• Excellent communication skills both written and verbal.
• Excellent Organizational skills and knowledge of how to prioritize
  workload.
• Strong interpersonal skills, with ability to communicate with all
  staff and build strong professional relationships without compromising
  confidentiality.
• Ability to develop and summarize materials for reports on a frequent
  and recurring basis.

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