Summary
Date Posted: Saturday, December 10, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Main purpose of the job
To provide administrative and executive support and secretarial services to the Chief Executive Officer, and ensure effective coordination between the Chief Executive Officer’s office and the rest of the organization

Key result areas and responsibilities

Result Area 1: Provide administrative support and secretarial services to the office of the Chief Executive Officer
• Maintain diaries for the Managing Director for meetings, workshops, visitors, business trips and other important official engagements
• Attend to visitors and staff coming to the Chief Executive Officer’s office, and provide them the assistance they require
• Attend to incoming and outgoing telephone calls to and from the office of the Chief Executive Officer.
• Receive, open, sort and screen mail coming to the Chief Executive Officer’s office
• Organize and dispatch out-going mail from the office of the Chief Executive Officer
• Draft routine correspondences to be issued from the office of the Chief Executive Officer
• Arrange appointments for the Chief Executive Officer, ensuring that they are well coordinated
• Maintain a well-organized documentation systems in the office of the Chief Executive Officer
• Keep all confidential information under tight security
• Disseminate information from the office of the Chief Executive Officer to appropriate users in a timely manner
• Manage effectively and efficiently all matters concerning the Chief Executive Officer’s travel arrangements, in liaison with the Head Human Resource and Administration
• Ensure cleanliness and neatness of the office of the Chief Executive Officer in liaison with the Human Resource and Administration Supervisor
• Arrange for welfare services (refreshments, meals, etc.) to the office of the Chief Executive Officer in liaison with the Human Resource and Administration Supervisor
• Control office stationery and equipment issued to the office of the Chief Executive Officer

Result Area 2: Provide executive support to the office of the Chief Executive Officer
• Assist the Chief Executive Officer to organise documents for meetings, in liaison with the relevant Heads of Department
• Draft briefing papers or reports on issues and documents as per given guidelines by the Chief Executive Officer
• Provide support to the Chief Executive Officer in the preparation of annual and other plans and budgets for the office
• Regularly monitor the implementation of the plans and budgets for the Chief Executive Officer’s office, and keep the Chief Executive Officer updated
• Provide support to the Chief Executive Officer in the preparation of periodic reports to be issued from the office

PERSON SPECIFICATION: Executive Assistant to Chief Executive Officer
Minimum Academic and/or Professional Qualifications Necessary
A Bachelor’s Degree in Secretarial Studies and Office Management or related field

Additional Training/Qualifications/Certification Necessary
• Diploma in Secretarial Studies if the degree is in a related field
• Training in Customer Care
• Training in Records and Information Management

Minimum Experience and Exposure Necessary
5 years’ experience of front office management and including provision of secretarial support services to a senior manager in a busy organization

Key Knowledge Required
• Office and records management
• SWICO programs
• SWICO stakeholders
• Proficient in English
• Basic knowledge of the insurance industry

Key Skills Necessary
• Basic Front Office Skills
• Customer care
• Interpersonal Skills
• Communication Skills
• Organizing Skills
• Proficiency in Microsoft office computer software packages
• Public relations Skills

Other Qualities/Attributes
• Honesty and integrity
• Paying attention to detail
• Diplomacy
• Ability to discern and make effective decisions
• Assertiveness
• Keeping confidential information
• Time management Key result areas and responsibilities


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Interested persons can deliver applications, detailed curriculum vitae and copies of academic qualifications with two referees addressed to:
The Human Resource Manager Statewide Insurance Company Limited Plot 1, Bombo Road
P.O. Box 9393 Kampala – Uganda.

The applications should reach SWICO Head office or email their CV to hr@swico.co.ug with the subject title of “Actuarial Officer Application”.

Please note that only shortlisted applicants will be contacted. If you do not hear from us within two weeks of submission, please consider yourself unsuccessful.

Deadline: Friday 16th December 2022

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