Executive Assistant (NGO Careers) at TPO Uganda

Job Purpose

Executive Assistant (EA) will perform, coordinate and oversee office administrative duties while providing an extensive level of support to Directors to make the best use of their time and are relied on heavily to ensure that work is handled efficiently and without the need for constant or direct supervision in live with TPO Uganda guidelines.

DUTIES AND RESPONSIBILITIES

1. Provide secretarial support to the Country Director, SMT and BOD

• You will provide, coordinate and oversee office administrative, managerial and support functions of the Country Director’s Office, support Directors to keep their offices running smoothly, while maintaining confidentiality and exercising sound judgment and ability to make reasonable decisions.
• You will be responsible for the coordination of the Country Director’s office appointments, travels and field visits. Also you will monitor the usage of office supplies in the Country Director’s office and maintain an up-to-date filing system that is accessible by respective staff.
• You prove support to Board of Directors’ emoluments and provide accountability.

2. Administrative role

• You will be responsible for the management of TPO Uganda reception; receiving of guests, answering to phone correspondences. You will be responsible for itinerary organization of all international guests.
• Oversee the general cleanliness of TPO Uganda office.
• Oversee the staff welfare at the HQ office
• Ensuring etiquette of the support staff
• Any other secretarial duties.

3. Maintain an up to date record both hard and electronic copies that is of documents and reports in line with TPO’s policies.

• Ensure proper file maintenance system for hard and soft copies
• Retrieve required documents when required
• Maintain security and confidentiality of documents Classify documents/ correspondence for filing according to an agreed filing system.
• Compile files for archiving every end of the year and develop a list of archived files.

KEY PERFORMANCE INDICATORS

• Timely reports.
• Meet specified targets with expected outcomes.
• Up-to-date correspondence register
• Organized office system evidenced by the ability of the supervisor to access all the information regarding the project site.
• Disseminating information regarding interventions in a positive way

PERSON SPECIFICATION

Qualifications

• A Bachelor’s in Secretarial Studies, Industrial and Organizational Psychology or Business Administration or related field.
• A post graduate Training in Administrative Law or ISCA is an added advantage.
• First-hand knowledge of standard office administrative practices and procedures

Experience

• At least three years’ experience providing high level administrative support

Competencies

• Organization and planning skills
• Office Management
• Communication Skills
• Information Management
• Records Management
• Discretion – confidentiality
• Good interpersonal relationships.
• Ability to communicate effectively

How to apply:

Please send your CV, letter of interest and academic documents with 3 work related referees via email: mail: jobs@tpoug.org or hand delivery to Plot 652, Block 257, Wamala Close, Munyonyo ONLY. Include your salary history for the past 3 years (Attached as one document of not more than 2MBs)

Detailed CV visit: www.tpoug.org

Deadline: July 15, 2022. TPO Uganda is an equal opportunities employer that doesn’t discriminate on any basis.  Female candidates are especially encouraged to apply.

Please note that this offer of employment is made to you with the understanding that you do not have a history of fraud and sexual offences. In accordance with the TPO Uganda’s Anti-Fraud and PSHEA Policies 2021, you are expected to abide and comply with the terms and conditions therein at all times. Any violation of this and other policies is highly punishable as per guidelines indicated in the various policies and laws of Uganda.