Summary
Date Posted: Thursday, May 11, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Post: Executive Assistant
Number of Vacancies: 01
Salary Scale: UIBF 4
Nature of Employment: Contract Ref: UIBF/Apr.23/9

Minimum Qualification:
Applicants should be Ugandans holding:
• An honor Bachelor’s degree in Office & Information Management or secretarial Studies or ICT or Law or Librarian and information science or B.A. Arts or Office Management or any office management-related courses.
• Postgraduate qualifications in any of the field above is an added advantage

Minimum Working Experience:
Applicants should have a minimum of three (3) years of working experience as a Personal Assistant/ Administration officer gained from a reputable organization KEY

Competencies:
He/she should have the following Key competencies: Office management, Attention to detail, setting up and managing filling systems, oral and written communication, Word processing, analytical and problem solving, Excellent interpersonal skills, high levels of integrity and confidentiality, Ability to work and produce accurate results in an environment with multiple and challenging tasks, Proven ability to meet timelines and handle multiple tasks simultaneously, Organizational skills

Critical Work Functions For The Role:
• Respond to staff inquiries, queries, appeals, claims, and complaints and provide technical advice to them in conformity with CEO’s guidelines and decisions.
• Review and summarize internal & external reports to the CEO and coordinate follow-up action in line with CEO’s decision and organizational procedures. .
• Maintain an updated dairy of the CEO in line with the Institute guidelines
• Maintain an updated filling system for the CEO’s office in line with the Institute’s filing guidelines
• Receive incoming mail, process, and dispatch mail in line with office management standards, ethics, and 10 guidelines
• Follow the CEO's office E-mails, and track action until resolved
• Prepare draft reports, briefs, and speeches for the CEO on various Institute issues in line with CEO procedures and Management decisions
• Organize and coordinate CEO and Management meetings, take minutes, and follow up on the actionable issues arising from the meetings
• Compile and assist the CEO to distribute Board papers to the relevant board members in line with the Board meeting guidelines and CEO’s directives
• Make official travel arrangements for the CEO in accordance with the travel arrangement procedures
• Requisition for office assets, monitor usage and maintenance in accordance with administrative guidelines 

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

NOTE:
1. Only online applications will be considered
2. Applicants are required to scan and attach copies of the required academic documents e.g. Transcript, O’Level, A ‘level Degree certificates, and only portable Document Format (pdf) is allowed.
3. A maximum of two (2) positions should be applied for by each applicant.
4. Academic documents for the successful candidates will be vetted and background checks conducted before they are considered for appointment into the Institute.
5. Only shortlisted and successful candidates will be contacted.
6. Canvassing or lobbying by applicants will lead to disqualification.
7. Candidates who present forged documents/testimonials will be arrested and prosecuted.
8. The deadline for submission of the application is Monday 22nd May 2023 at 5:00pm and to apply, visit the UIBFS website: https://www.uibfs.or.ug  and Mind Global Consult website https://mindglobalconsult.com/  for the detail/ ONLY online applications will be considered and only successful applicants will be contacted.
9. “UIBFS is an equal opportunity employer and does not charge money for recruitment”

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