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Admin Jobs – Executive Assistant – Infectious Diseases Institute (IDI)
Job
Title: Executive
Assistant
Title: Executive
Assistant
Organisation: Infectious
Diseases Institute (IDI)
Diseases Institute (IDI)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Executive
Director
Director
Vacancy Code: EAX01
About US:
The Infectious
Diseases Institute (IDI) is an international non-profit organization which is a
partnership of infectious diseases and public health specialists. The overall
objective of the IDI is to strengthen health systems with strong emphasis on
Infectious Diseases, through Research and Capacity Development. IDI has five
operational areas through which it works to achieve its mission: Prevention,
Care and Treatment; Training, Research and Laboratory services (provided
through a partnership with the Makerere University – John Hopkins University
Core Lab) and Outreach.
Diseases Institute (IDI) is an international non-profit organization which is a
partnership of infectious diseases and public health specialists. The overall
objective of the IDI is to strengthen health systems with strong emphasis on
Infectious Diseases, through Research and Capacity Development. IDI has five
operational areas through which it works to achieve its mission: Prevention,
Care and Treatment; Training, Research and Laboratory services (provided
through a partnership with the Makerere University – John Hopkins University
Core Lab) and Outreach.
Job Summary: The Executive Assistant performs high level
secretarial, administrative, public relations and liaison duties which require
frequent contact with staff, executives, the public, funder agencies, other
partner agencies/organizations, Makerere University and government officials.
secretarial, administrative, public relations and liaison duties which require
frequent contact with staff, executives, the public, funder agencies, other
partner agencies/organizations, Makerere University and government officials.
Key Duties and Responsibilities:
- 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.
Qualifications, Skills and Experience:
- 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
How to Apply:
All suitably
qualified and interested candidates should E-mail their updated CVs, which
should include details of email address (if any), present position, current
remuneration, Certificate/testimonials and address of three (3) Referees plus
telephone contact to the following address. Please make sure that your
application letter, updated CV and certificates are attached as one document
and indicate the Vacancy code as the subject for your email
qualified and interested candidates should E-mail their updated CVs, which
should include details of email address (if any), present position, current
remuneration, Certificate/testimonials and address of three (3) Referees plus
telephone contact to the following address. Please make sure that your
application letter, updated CV and certificates are attached as one document
and indicate the Vacancy code as the subject for your email
The Senior Human
Resource Manager,
Resource Manager,
Infectious Diseases
Institute — IDI Knowledge Centre,
Institute — IDI Knowledge Centre,
Makerere University
Main Campus College of Health Sciences, Makerere University,
Main Campus College of Health Sciences, Makerere University,
P.O. Box 22418,
Kampala, Uganda.
Kampala, Uganda.
Email to: hr@idi.co.ug
Deadline: 23rd November 2018
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