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Job Title:     Executive Assistant

Organisation: Aga
Khan University (AKU)

Duty Station: Kampala,
Uganda

Reports to:
Projects Director

About US:

The Aga Khan
University (AKU) is a private, not-for-profit, international University first
established in 1983, with 13 teaching sites in 8 countries. It is a
non-denominational institution open to all, irrespective of religion,
ethnicity, gender or national origin. AKU has offers academic programmes in
nursing, medicine and education for and in countries in East Africa.

Job Summary:  The Executive Assistant will provide high
level administrative support to the Projects Director, effectively coordinate
and facilitate administrative aspects of the office including day to day office
management..

Key Duties and Responsibilities: 

• Effectively managing incoming and outgoing telephone calls and
  ensuring the highest communication standards are upheld.
• Drafting, editing, preparing, and distributing all written
  communications.
• Effectively handling both the internal and external customers of the
  institution by engaging best practices in customer service.
• Effectively handling the Projects Directors office diary by
  proficiently planning and scheduling appointments.
• Organizing meetings and video of conference calls including securing
  venues, setting up the relevant connection equipment, developing the
  agenda, assisting in preparation of meeting documents, and distributing to
  participants in a timely manner.
• Taking minutes in meetings, following up on action items arising out
  of meetings and ensuring timely closure.
• Liaising with relevant departments as required to accomplish tasks
  against set targets and deadlines.
• Facilitating and responsible for administrative aspects of planned
  Workshops, conferences and retreats hosted
• Preparing presentations as required for the Projects Directors
  speaking engagements.
• Overall management, arrangement and facilitation of travel for the
  Projects Director: booking tickets in line with the institution ’s travel
  and procurement policy; timely processing of multiple/single entry visas
  as required; protocol managements; sourcing appropriate accommodation;
  arranging and coordinating airport transfers and ground transport;
  tracking and staying abreast of latest immigration and visa rules, travel
  advisories. flight schedules /changes, etc.
• Ensuring that the expenses are claimed in a timely manner and as per
  entitlement.
• Ensuring sufficient stocks of all required stationery for the
  office.
• Ensuring the hard/soft copy filing systems are in order and well maintained;
  safe and secure storage of confidential information.
• Any other duty as may be required.

Qualifications, Skills and Experience: 

• The Executive Assistant must hold a Bachelor’s degree in Office and
  Information Management, Bachelor’s degree in secretarial studies or related field
• Professional qualifications in office administration, management or
  public relations will be an added advantage.
• A minimum of five years of experience in a senior secretarial
  position
• Prior work experience in a construction / project management firm
  will be given preference.
• S/he should be proficient in MS Office tools and possess excellent
  written and verbal communication skills.
• The ideal candidate should have exceptional interpersonal,
  organizational, communication, customer service skills, critical thinking
  and the right attitude.

How to Apply: 

All candidates
should send in their application packages which should include; an updated CV,
copies of academic qualifications, copies of professional  certificates
addressed to the Human Resource and Administration Officer, School of Nursing
& Midwifery, Aga Khan University (AKU), P.O Box 8842, Uganda

Email to: hr.ug@aku.edu

Deadline: 22^nd September 2019

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