Joint Medical Store Executive Assistant Jobs in Uganda

Joint Medical Store Executive Assistant Jobs in Uganda

Main purpose of the job

To provide and coordinate administrative, managerial and support functions of the Executive
Director’s Office, support Directors to keep their offices running smoothly, while maintaining
confidentiality and exercising sound judgment and ability to make reasonable decisions in line
with JMS guidelines and mandate.

Key Result areas

  • Provide Secretarial support to the Executive Director and other Office Directors in a
    professional manner
  • Provide logistical and day-to-day Administrative Support to the Executive Director’s
    Office
  • Manage the facilitation / administrative aspects for the Board of Directors and Travel Per
    diems, etc., for the rest of the Management committee
  • Provide Hospitality and Customer Care to Clients in a professional and courteous manner
  • Develop the Executive Director’s operational plans and budgets; monitor their
    implementation and report on the performance

    Key Duties and Responsibilities
  • Handle office correspondence addressed to ED’s office. – mail, email & telephone calls
  • Coordinate the Executive Director’s Office appointments, travels and field visits
  • Prepare & Type well thought out professional documents, reports & routine
    correspondences
  • Maintain an up to date filing system of records that is accessible by respective staff
  • Monitor the usage of office supplies in ED’s Office
  • Organize meetings and conferences, document and disseminate proceedings, follow up and
    report on the implementation of key action points
  • Attend meetings, transcribe and maintain accurate Minutes and ensure that the
    approved/signed versions are filed accordingly.
  • Manage Board of Directors’ emoluments and provide accountability
  • Provide hospitality to Customers, Business Partners and Visitors in a professional &
    courteous manner, and promptly respond to their requests with accuracy.
  • Maintain corporate lay out /ambience of the ED’s Office.
  • Review current performance against previous year/current year targets
  • Conduct SWOT Analysis and analyze successes and failures during the previous year
  • Review
    key organizational objectives and report to ED accordingly
  • Identify and refine resource implications of objectives for coming period; and build a
    budget for the ED’s office
  • Regularly review progress of plans and report to ED accordingly.

    Qualifications:
  • Bachelor’s Degree in Secretarial studies,
  • Post Graduate Training in Administrative Law or ISCA is an added advantage.

    Experience:
  • At least 3 years’ experience in providing high level administrative support
  • First-hand knowledge of standard office administrative practices and procedures

    Person Specifications:

    General Competencies & Knowledge:

  • Organization and planning skills
  • Office Management
  • Communication Skills
  • Information Management
  • Records Management
  • Discretion – confidentiality
  • Good interpersonal relationships
  • Accuracy and Attention to detail
  • Time Management
  • Customer care skills
  • Quick Decision making
  • Honesty / Integrity

    How to Apply
  • Only qualified candidates who meet all the above requirements are invited to submit applications, resume, copies of academic certificates, testimonials and three referees (who are not relatives) with their day time telephone contacts.
  • Only short listed candidates will be contacted.
  • Applications may be hand delivered to JMS Head office Reception Desk or Email to
    HRA@jms.co.ug
  • Closing date for applications is Monday 19th June, 2019 at 5.00pm.
  • Please address your applications to:
  • The Manager Human Resource & Administration
  • Joint Medical Store
  • P.O. Box 4501
  • Kampala
  • For more information and job application details, see; Joint Medical Store Executive Assistant Jobs in Uganda

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