Executive Assistant at Makerere University Joint AIDS Program (MJAP)

Role Title: Executive Assistant

Reports to: Executive Director

Role Definition: The Executive Assistant will provide administrative support to the office of the ED with a wide range of daily administrative duties. She/he will implement a variety of tasks such as managing an active calendar of appointments, completing expense reports, drafting and preparing correspondence, arranging travel details.

Roles and Responsibilities

1. Providing administrative support to the ED, including but not limited to; acting as the point of contact between the ED’s internal and external colleagues, drafting and dispatching correspondences; managing travel arrangements

2. Responsible for maintaining databases of key records and files (physical or electronic planning) and ensuring safe custody

3. Reviewing correspondences, providing briefs and/or reports to the ED, preparing write ups/presentations, undertaking visits/engagements with stakeholders and following up on key deliverables.

4. Support the preparation and conduct of MJAP meetings and events such as preparing documentation and facilitation for the Board, SMT, visiting partners’ meetings etc.

5. Take documentation for all ED’s, including taking minutes, follow up actions, and support disseminating outcomes to the relevant stakeholders

6. Liaise with the relevant departments to coordinate the logistical and administrative support such as budgets, schedules, confirmations, attendance etc.

7. Prepare accountabilities for all expenditures in the ED’s office; before any other requisitions are made

8. Coordinating post meeting/events follow ups to ensure implementation of deliverables

9. Perform any other duties assigned and within the line of duty

Qualifications and job requirements & key competencies

 Degree in Management, office management, or business administration, human resource management, or related field
 At least 3 years of relevant working experience in a reputable organization with demonstrated track record of administrative component
 Excellent organizational and office management skills
 Excellent digital skills and ability to navigate information technology such as online communication platforms; various packages such as word, excel, PowerPoint, outlook express etc.
 Ability to analyze documents, correspondence to support decision making
 Agility and possess strong organizational, information management and analytical skills.
 Great communication and interpersonal skills
 Working in a Health, Research and or Capacity building based institution will be an added advantage

How to apply

Interested candidates who meet the above mentioned requirements should send their applications, a detailed curriculum vita and copies of relevant academic documents to;

The Human Resource Manager, Makerere University Joint AIDS Program (MJAP), not later than 25th March, 2022 by 5:00pm.Only shortlisted candidates will be contacted

Email address for applications; hr@mjap.mak.ac.ug