Organisation: TradeMark East Africa (TMEA)
Duty Station: Kampala, Uganda
Reports to: START Senior Director
Salary: (Starting monthly gross salary - USh7,105,000)
About TMEA:
TradeMark East Africa (TMEA ) is funded by a range of development agencies with the aim of growing prosperity in East Africa through trade. We believe that enhanced trade contributes to economic growth, a reduction in poverty and subsequently increased prosperity. TMEA works closely with East African Community (EAC) institutions, national governments, business and civil society organisations to increase trade by unlocking economic potential through:
Increased market access;
Enhanced trade environment; and
Increased product competitiveness.
Job Summary: The jobholder is responsible for coordinating operations and planning activities, and ensuring timely flow of information to and from the START Senior Director and Directors’ offices. S/he will play a coordinating role to the Peer Review Group (PRG). The duties will include managing and coordinating work schedules, tracking progress on project and grant proposals, diary management and generally ensuring that key deadlines are adhered to. S/he must be exceedingly well organised, flexible and enjoy the administrative challenges of supporting a senior level director and multiple directors. The jobholder handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment.
Key Duties & Responsibilities:
1. PRG process:
Arrange background papers, files and documents for the Senior Director and the PRG, draw up agendas, prepare and collate background and briefing material, take minutes during meetings and follow up on status of agreed action points.
Maintain a database of pipeline grants/project proposals as required by the Senior Director and the PRG; track, monitor and maintain a record of approved and unapproved projects/grants and distribute information to relevant groups. Liaise with Management Information System (MIS) administrator and provide grants/project proposal updates for the database.
Ensure orderly administrative flow of Project Appraisal Report (PAR) approval procedure.
2. General Administrative Functions:
Co-ordinate the Senior Director’s activities; track and monitor workflows and coordinate work streams including scheduling of internal and external meetings ensuring that participants are available and prepared for the meetings.
Coordinate with the Results Director, Research and Learning Director, and the Communications Director to manage the workflows to the Senior Director’s office and provide support to preparing PIC/Quarterly reports.
Liaise with the Senior Director and Results team to ensure that TMEA teams reporting cycles are met e.g. submission of plans and reports within specified timescales. Track budget performance of START and provide reports on budget performance.
Liaise with Deputy CEO and Corporate Services to distribute documentation to the PIC as required.
Provide research and technical administrative support to the Senior Director including preparation of presentations and reports. Prepare responses to routine correspondence, memos, letters, and other documents, as requested by the Senior Director and START Directors.
Co-ordinate and maintain the Senior Director’s diary, arrange meetings and appointments, ensure that commitments and competing demands are efficiently managed and future needs anticipated to enable the Senior Director to operate effectively.
Manage the flow of information including initiation and composition of correspondence and reports, and, under the Senior Director’s instruction, refer matters for comment/further action within START.
Coordinate Senior Director and other START Directors’ travel, scheduling and meeting requirements including logistics and itineraries.
Direct support to START team consultancy invoice tracking and any related issues.
Liaise between and support to Results where and when required in particular with regards to MIS management and development, knowledge and training, and reporting.
3. Communication:
Manage external contacts proactively including understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
Create and manage filing an e-filing system in relation to START information and reports/other correspondences.
Maintain and update all files and records including any confidential filing system and ensure that these are kept accurate and current for reference purposes and easy retrieval.
Handle email and telephone communication and prioritise according to importance.
Handle requests and enquiries with minimum direction or supervision.
Act as first point of contact for callers and visitors to the Senior Director and ensure that these are dealt with promptly, efficiently, courteously and with discretion.
Qualifications,
The applicant should hold a degree in business administration or related field.
At least three years’ experience in offering programme support in a busy medium sized organisation, preferably providing support to senior level directors.
Skills & Experience:
Experience working in a multi-cultural environment is an advantage.
Ability to maintain confidentiality.
Proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritise communications and opportunities from external and internal sources, and organise and maintain administrative processes.
Excellent team-working and inter-personal skills with the ability to build good working relationships and demonstrable ability to handle confidential information appropriately
Ability to stay focused, efficient, and effective in managing multiple priorities and work under pressure.
Excellent calendar management skills, including the coordination of complex high-level meetings.
Highly organised with the ability to work independently with minimum supervision.
Highly proficient in MS Office applications, including Word, Project, Excel, PowerPoint and Outlook.
Excellent presentation skills together with the ability to think on their feet.
Ability to interact with staff at various levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
Excellent written and verbal communication skills, strong decision making ability, good judgement and attention to detail
How to Apply:
Please send us your cover letter and detailed CV, including your qualifications, experience, present position and current remuneration. Your application should also include names and addresses of three referees, a working e-mail address and daytime telephone contacts. The forwarding e-mail and cover letter must clearly indicate the position title on the subject line. Send your application to recruitment@trademarkea.com
Interviews will be conducted between mid-December 2013 and late-January 2014.
NB: Please note that we can only accept applications received by email. Applications received after the deadline time and date will not be accepted. We reserve the right to accept or reject any application. Only short-listed candidates will be contacted.
Deadline: Friday, 15 November 2013 by 5.00pm
