Job Title: Executive Assistant
The Economic Policy Research Centre (EPRC) is Uganda’s leading economics research institution. Its mandate is to provide research and other forms of analytical support to Uganda’s development process. EPRC uses resources from the African Capacity Building Foundation (ACBF), Government of Uganda and ThinkTank Initiative (TTI) under the International Development Research Centre (IDRC). The Centre is searching for qualified persons with sound professional integrity to fill the ‘ following positions to meet the increasing demand for evidence-based policy formulation in Uganda.
Job title: Executive Assistant
Age Limit: Above 35 .below 45 years
Reports to: Executive Director (ED)
Main roles:
To provide executive, administrative and information management coordination and support to Executive Director and the Centre as a whole to enable efficient management of EPRC’s mandate. It requires the use of strong problem solving skills to coordinate the high volume activities of the Executive Director’s office in a confidential manner.
KEY DUTIES AND RESPONSIBILITIES:
Planning and scheduling:
Coordinate the ED’s business and personal calendars and ensure that it is kept up-to-date and accurate all the times, providing frequent updates to the calendar as needed.
Act as the first point of call in filtering documents coming to the ED and follow-up on the execution of tasks allocated by the ED to various staff and Heads of Departments.
Schedule appointments,, reservations and coordinate catering for meetings as requested.
Coordinate and organise meetings, screen requests for meetings, synchronise and update official diary, record, distribute Management meeting minutes as required.
Organising and prioritizing:
Receive and distribute incoming mail and faxes; Review and evaluate mail to identify those items requiring priority attention of the ED.
Receive and screen communications to ED including telephone calls and email messages, and provide assistance using independent judgement to determine those matters requiring priority attention.
Prioritize and facilitate responses from department heads and other staff.
Coordination/liaison:
Provide administrative assistance to ED and act as a key liaison with external parties.
Work as liaison with staff members to coordinate projects, calendars, special events and occasional needs outside the office.
Maintain and develop positive relationships with external institutions, business contacts and prominent business figures through effective communication.
Respond to requests in a timely and professional manner and keeping the ED informed of any matters of significance.
Maintain contact database.
Administrative support:
Coordinate travel arrangements; act as liaison in receiving travel arrangements for the ED, the authority and visiting dignitaries. Prepare detail itinerary for each trip including car rental, hotel arrangements and maps if needed for all passengers (internal and external) and coordinate all schedules.
Research and gather site specific information as needed for conferences and other business meetings.
Draft responses as requested and provide word processing support including editing and proofing of documents for the ED’s communications.
Maintain information management system for business and personal matters for the office of the ED.
Review and format reports for the ED on need basis.
Specific projects/miscellaneous:
Assist the ED with various independent projects throughout the year as directed. Examples; track professional or business projects, research and assist with material needed for Boards or committees ED belongs to, organise and coordinate invitations lists for any related programmes etc
In liaison with the respective staff, assist in writing speeches and presentations on various, issues as requested.
Assist the Programme Manager in the production of annual reports of EPRC Work with various departments on projects as assigned.
Requirement:
Proficiency in handling confidential matters, diplomacy and professionalism in dealing with internal and external customers.
Ability to work long hours and cope under pressure
Strong verbal and written communication and interpersonal skills
Excellent organisational skills, ability to work with minimum supervision and be an effective team player.
Proven ability to effectively plan ahead and to manage time and multiple priorities.
Demonstrate ability to prioritize workload, meet deadlines and follow up on assignments with minimum amount of direction.
Strong computer skills: outlook, PowerPoint, excel, access, word, internet.
An honours bachelor degree in Business administration, Economics or other management related studies and masters degree in Business Administration or any relevant field.
Minimum of four years' working experience in administrative management including secretarial support in similar position in a busy executive office
Good knowledge of administrative rules and regulations
The Executive Assistant position is for two (2) year contract, with a possibility for renewal subject to satisfactory performance.
Experience: 2
How to apply:
EPRC is an equal opportunity employer and offers an attractive competitive package including healthcare cover. Applications, including detailed curriculum vitae; names and addresses of three (3) referees (at least one of whom must be a current/former employer), and photocopies of academic credentials should be sent to the address below not later than 1st March, 2013, 5pm. Board members and staff of EPRC are not accepted as referees. Applicants should indicate clearly on the right hand corner of the envelope the position they are applying for. The Chairman, Board of Management Economic Policy Research Centre 51 Pool Road, Makerere Campus P.O. Box 7841, Kampala. Tel: 0414-540141/540159 Fax: 0414-541022 Email: eprc@eprc.or.ug A copy of this advertisement can be found at the EPRC’s website http://www.eprc.or.ug.
Only shortlisted applicants shall be contacted for interview
