Mbale Clinical Research Institute Personal Assistance Jobs in Uganda

Mbale Clinical Research Institute Personal Assistance Jobs in Uganda

Job Summary:

  • Have a deep understanding of the Organization and know who the key personnel are, as he/she will be representing Executive Director. Primary job functions do not typically require exercising independent judgment. Typically reports to a supervisor or manager. Possess excellent communication and multitasking skills, a positive attitude and a strong work ethics.

    Key Duties and Responsibilities:

    Carry out Personal Assistant duties

    • Monitoring the Executive Director’s email and responding if required

    • Preparing communications on behalf of the Executive Director

    • Answering phone calls

    • Organising travel and itineraries

    • Organising and planning meetings

    • Taking notes and writing minutes during Executive Directors meetings

    • Conducting or preparing any research that the Executive Director requires

    • Various ad hoc requests.

    Welcome and Direct Visitors

    • Greet clients as soon as they arrive and connect them with the appropriate party.

    • Take and pass on messages to Guest.

    • Deal with special requests from Guests.

    • Answer questions about what the MCRI does and the surrounding Hospital area.

    • Deal with complaints or problems.

    Manage communication in and around MCRI

    • Answer the phone in a timely manner and direct calls to the correct offices.

    • Answer telephone calls and take messages or forward calls.

    • Schedule and confirm appointments and maintain event calendars.

    • Check visitors in and direct or escort them to specific destinations.

    • Inform other employees of visitors’ arrivals or cancellations.

    • Enter clients data and send correspondence.

    • Handle incoming and outgoing mail.

    Assure documentation of all visitors at MCRI information

    • Copy, file and maintain paper or electronic documents and records.

    • Create and manage both digital and hardcopy filing systems for all partners.

    • Make travel arrangements and schedule meetings based on all partners’ itineraries.

    • Deal with bookings by phone, e-mail, letter, fax or face-to-face.

    • Complete procedures when Guests arrive and leave.

    • Prepare bills and take payments.

    Qualifications, Skills and Experience:

    • The applicant must hold a bachelor’s
    degree in Business Administration, Secretarial services or its equivalent.

    • One to two years of experience in Secretarial studies, Business Administration or in a related area.

    • She/he must have knowledge of commonly used concepts, practices and procedures within a particular field.

    • Rely on instructions and pre-established guidelines to perform the functions of the job.

    • Work under immediate supervision.

    • Computer literacy skills.

    • Verbal and written articulacy.

    • Professional discretion.

    • Efficiency.

    • Well-developed time Management Skills.

    • Strong organisational skills.

    • Certificate in customer care.

    • Certificate in communication and GCP.

    How to Apply

  • If you are the right candidate, please send your application letter plus the following:

    • An up-to-date CV, highlighting relevant skills and experience (presented in relation to each of the responsibilities and each of the experience areas listed above).

    • Recommendation from the previous/current Employer with the contact.

    • The names and contacts of three referees, and a daytime contact telephone number of each of them.

    • Copies of Academic certificates and transcripts for 0’ level.

    • The names and contacts of your immediate supervisor(s) in your current or immediate previous jobs.

    • Your daytime contact telephone number; and

    • A statement and proof of current remuneration package

    • Valid driving permit.

  • Please submit your application electronically to:

    The Human Resource Manager,
    Mbale Clinical Research Institute,
    Plot 29-33, Pallisa Road,
    P.O. Box 1966, Mbale. Uganda
    Tel:+256 454660416

  • Email:

  • Deadline: 30th November 2021

  • NB: Only shortlisted candidates will be contacted by 2nd December 2021 and interview will take place between 3rd to 7th December 2021.

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