Executive Assistant - Plan International

Job title: Executive Assistant-1 Position based in Gulu

Plan International
Founded 75 years ago, Plan International is one of the oldest and largest children's development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.
Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively. NU-HITES (Northern Uganda Health Integration to Improve Services) is a USAID funded project in northern Uganda to improve access to / regular use of basic health services and requires intensive monitoring and evaluation at many levels with many stakeholders.

Employment type: Full time
Country: Uganda
City / Location: Gulu,
Job category: Administrative/Clerical
Min. years of experience: 4 years
Minimum degree: Bachelors degree
Closing date: May 17, 2013 - 5pm
The position contributes to this goal by providing administrative and logistical support to the Chief of Party (COP) of Northern Uganda – Health Integration to Enhance Services NU-HITES Project. The incumbent works with senior management to align office priorities to achieve corporate project objectives.
Reporting:
• Reports directly to COP.
Dimensions of Role:
• The Executive Assistant communicates with external partners and institutions who request meetings with the COP and also serves as a liaison with external institutions to arrange meetings. She organizes his travel schedule, prepares important communication and works closely with NU-HITES Communications and Knowledge Sharing Manager.
Typical Responsibilities - Key End Results of Position:
• Provide support with travel arrangements.
• Arrange all external and internal meetings as per COP’s direction.
• Make appointments for visitors to meet with a COP and other senior management members and make appointments for Project staff to meet with project partners and development agencies that work/fund NU-HITES.
• Develop and maintain an efficient records management system for NU-HITESdocumentation (correspondence, reports, newsletters, records, data, information etc).
• Pro-actively co-ordinate and maintain a record of all incoming / outgoing correspondences (mail, email, parcels, etc) and send reminders of deadlines to COP &senior management members for timely response.
• Responsible for organizing high profile visits for the project.
• Ensure that adequate and effective administrative and logistical support is given to the NU-HITESsenior management.
• Prepare minutes during senior management meetings and submit them for approval.
• Work with Operations Team to ensure that all international workshops organized by NU-HITES are handled efficiently and effectively and proper hospitality is shown to all visitors.
• Maintain contact with the COP while traveling to ensure that appropriate action is taken on pending issues.
• Maintain an up-to-date Country Calendar for all important NU-HITES deadlines and important upcoming events.
Dealing with Problems:
• Dealing with conflicting appointments and schedule of events
Communications and Working Relationships:
• COP– seek guidance and direction
• NU-HITES Senior Project Management in Gulu - work closely with them respectively concerning day to day project activities.
• TeamCountry Management Team in Kampala – work closely with the team and respond to inquiries in a prompt manner.
• Operations and Finance Team – coordinate with them regarding COP’s travel
• Insurance company – process travel insurance
• Travel companies – arrange international travel
• External Calls for COP
Qualifications /Skills/Experience:
• A bachelor’s degree in Office Management, Administration or relevant field
• At least 4 years’ progressive experience as an executive assistant to top managers and training in customer care.
• Ability to handle sensitive and confidential information with discretion
• Attention to detail with excellent organizational skills
• Excellent communication skills in English (written, verbal, listening, and presentation)
• Ability to manage basic accounting assignments
Contact/How to apply:
People Performance Group
Plot 8 Kitante Close, Kitante
P.O. Box 12405, Kampala
Uganda
E-mail:application@ppg.co.ug