DPF Executive Administrative Assistant Jobs in Uganda

DPF Executive Administrative Assistant Jobs in Uganda

Job Purpose

  • Provide administrative support to the Chief Executive Officer by preparing reports, handling information requests and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

  • Shall also train and supervise lower-level Administrative Assistant.


  • Maintain events on the calendar and take the initiative to make sure the Chief Executive is prepared with the right documents and information. this might involve preparing a PowerPoint presentation.

  • Responsible for organizing travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while traveling and completing expenses.

  • Schedule and filter all requests.

  • Manage external and internal communications.

  • Responsible for managing the personal driver’s daily schedule in line with the daily requirements.

  • Analyze and present data to enable decision making.


  • Manages and maintains schedules.

  • Interprets secretarial and operating policies and procedures for employees.

  • Coordinates and direct office services, such as records, finances, budget preparation, personnel issues and housekeeping.

  • Answers phone calls and direct calls to appropriate parties or take messages.

  • Conducts research, compile data and prepare papers for consideration.

  • Attends meetings to record minutes as well as record information from meetings or other formal proceedings.

  • Compiles, transcribes, and distributes minutes of meetings.

  • Receives visitors and determine whether they should be given access.

  • Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.

  • Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic book-keeping work.

  • Files and retrieves corporate documents, records, and reports.

  • Opens, sorts, and distributes incoming correspondence, including faxes and email.

  • Makes travel arrangements.

  • Prepares responses to correspondence containing routine inquiries.

  • Prepares agendas and plan, such as coordinating catering for luncheons for meetings.

  • Performs other work-related duties as assigned, within your scope of practice.

    Expected Output

  • Positive corporate image and efficient and timely services.

  • Impeccably and professionally managed office including activities and correspondences.

  • A comprehensive and up-to-date telephone directory.

  • Meticulously managed appointments.


    Technical Competencies

  • Full comprehension of office management and administration systems and procedures.

  • Excellent knowledge
    of MS Office applications.

  • Minute taking and report writing.

  • Records management.

    Behavioral Competencies

  • Accountability and Dependability Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.

  • Transparency and Integrity Earns others’ trust and respect through consistent honesty and professionalism in all interactions.

  • Team Spirit and Collaboration Promotes cooperation and commitment within the team to achieve the Fund’s organizational goals and deliverables. Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect

  • Adaptability and Flexibility Adapts to changing needs, conditions, and work responsibilities.

  • Self-Management and Thoroughness effectively manage own time, priorities, and resources to achieve goals. Ensures that work is complete and accurate and independently follows up with others to ensure that agreements and commitments have been fulfilled.

  • Communication Shares and receives information using clear oral, written and interpersonal communication skills.

  • Stress Tolerance and Tact Maintains composure in highly stressful or adverse situations, diplomatically handles challenging or tense interpersonal situations.

  • Employee Engagement and Enthusiasm Demonstrates commitment to the job, colleagues, the Fund and its mission by acting in ways that further the accomplishment of its goals.

    Minimum Qualifications and Experience

  • A first-class or upper second-class bachelor’s degree in Secretarial Studies, Office Administration or and equivalent, from an accredited institution, is essential.

  • 5+ years of proven experience as an Administrative Assistant, Executive Assistant or in other secretarial position is essential.

  • Certified Administrative Professional (CAP) certification or related professional certification is desired.

  • Demonstrated proficiency of MS office packages is desirable.

    How to Apply

  • For more information and job application details, see; DPF Executive Administrative Assistant Jobs in Uganda

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