Executive assistant

JOB TITLE : EXECUTIVE ASSISTANT

DEPARTMENT : EXECUTIVE DIRECTOR

SALARY SCALE : UWA 06

DUTY STATION : UWA HEADQUARTERS

REPORTS TO : EXECUTIVE DIRECTOR

SUPERVISES : NONE

VACANCIES : ONE (1)

CONTRACT DURATION : FOUR (4) YEARS RENEWABLE

AGE : NOT MORE THAN 55 YEARS

MAIN PURPOSE OF THE JOB:

To provide professional and administrative support to the Executive Director (ED) for the effective preformance of his/ her function.

DUTIES AND RESPONSIBILITIES:

I. Receive documents and prepare briefs in regard to meetings, trips, events and other related activities for the Executive Director.

II. Follow up actions in the ED’s office in line with the plans and decisions made.

III. Ensure timely preparation of reports, briefs, speeches and talking points on various issues pertaining to the Executive Director’s office.

IV. Undertake research on assigned matters and prepare summaries for the Executive Director’s attention and action.

V. Manage the Executive Director’s diary and related logistics to ensure that s/he meets timelines in the execution of his/her duties.

VI. Act as a liaison officer with the external stakeholders and respond to their inquiries, queries, complaints and provide technical advice to them in conformity with the UWA Act 2019 procedures and ED’s decisions.

VII. Support the ED in Organising, arranging and coordinating Board and Management meetings and matters.

VIII. Coordinate domestic and international travels for the Executive Director.

IX. Budgeting and monitoring expenditure in ED’s office and coordinate use of resources in line with financial and operational guidelines.

X. Reviewing intelligence information from informers and forward to the relevant responsible centers and generate reports to the ED in line with the Organizational procedures.

XI. Prepare quarterly work plans and timely performance reports for the Executive Director.

XII. Perform any other official duties as may be assigned by the supervisor.

PERSONS SPECIFICATIONS

(i) QUALIFICATIONS:

Possession of an Honors Bachelor’s Degree in either Secretarial or Office Management or Public Administration or Business Administration (Managment Option) or Possession of an Honors Bachelor’s Degree in Biological Sciences (Related to wildlife Conservation) with additional qualifications in office management.

(ii) EXPERIENCE:

Should have a minimum of at least three (3) years working experience in office administration two (2) of which should have been as Executive Assistant /PA to an Executive Officer in a reputable organization.

(ii) COMPETENCES:

a) Planning, Organizing, coordinating
b) Records and information management
c) Managing Employee performance
d) Confidentiality
e) Excellent multitasking abilities.
f) Professionalism, integrity and honesty
g) Team work abilities and cheerful personality
h) Customer care

i) Excellent written and verbal communication
j) Effective Problem solving and decision making.
k) Ethics and integrity
l) Concern for quality and standards
m) Accountability
n) Time management

Application Procedure

Suitable candidates should send their application with a detailed Curriculam Vitae
bearing contacts of three (3) competent referees, a daytime telephone contact, copies of academic documents and relevant appointment letters to any of the addresses below:
Either: Email: hr-recruit@wildlife.go.ug or: Hand delivered to:

The Executive Director
Uganda Wildlife Authority
Plot 7 Kira Road Kamwokya
P.O. Box 3530, Kampala Uganda

APPLICATION DEADLINE:

All applications should reach the email address or hand delivered to the above address by 8th January 2021 at 5.00 pm.

The Job Application Form well as the Advert can be accessed from the UWA website at
http://www.ugandawildlife.org

NOTE:

1. Applicants are required to scan and attach CERTIFIED copies of the required academic documents only ie (Degree Certficates and Transcripts plus O and A level).

2. Academic documents for the successful candidates will be vetted and background checks conducted before they are considered for appointment into the Authority.

3. Only shortlisted candidates will be contacted. Please note that any form of lobbying will lead to automatic disqualification.

4. All appointments shall be subject to a probationary period of not less than six months and subsequent confirmation in service will be based on satisfactory performance of the individual.