Oxfam Novib Executive Assistant to the Country Director Jobs in Uganda

Oxfam Novib Executive Assistant to the Country Director Jobs in Uganda

Role Purpose

To fully support the Country Director by managing time and engagements by tracking all pending matters. Ensure the diary of the Country Director is effectively managed. Completes a broad variety of administrative tasks for the Country Director; composing and preparing correspondence that is sometimes confidential; compiling and filing of all compliance related matters and provide support to organising and documenting the CMT meetings. And carry out strategic projects as may be delegated by the Country Director.

Key Responsibilities

Develop and maintain contacts and external appointments for CD throughout the country and elsewhere, including Oxfam affiliates, government officials, donors, media, academics.

Efficiently arrange high level meetings/workshops (Embassies, Authorities, UN, etc.), collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner.

Prepare responses, and reply as appropriate, on behalf of the CD to incoming mail (paper and electronic) ensure appropriate priority is given and action is taken in response.

Provides a bridge for smooth communication between the CD and internal units; demonstrating leadership to maintain credibility, trust and support with staff.

Works closely and effectively with the CD to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

Ensure calendar of institutional reporting, key events, visitors is maintained through coordination with various thematic and unit leads and that managers are aware of the reporting dates as required by the CD

Maintain an updated inventory of all government compliance requirements, track and follow up on all the key dates, coordinate with all responsible offices to ensure 100% compliance on behalf of the CD.

Maintain an effective filing, archiving and record keeping systems, both paper and electronic.

Be a member of Oxfam's team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed.

Establishing a relationship of mutual trust and respect with the Country Director in order to facilitate communication and maximise efficiency.

Preparing and finalising the Country Director’s travel and meeting packs as required

Providing personal support to the Country Director when required

Undertake any other relevant task at the direction of the Line Manager.

Country Management Team Support:

Participates

as an adjunct member of the Country Management Team including assisting in scheduling meetings and attending all meetings.

Assists in coordinating the agenda of Country Management Team meetings and off-sites, and all staff meetings

Facilitates CMT coordination of travel and outreach plans

Qualifications, Technical Skills, Experience & Knowledge

A Bachelor’s Degree in Law, Recognised degree in relevant field or equivalent qualification

Substantial experience (at least five years) of providing an Executive Assistant support in a similar role.

Excellent organizational and administration skills, including an ability to effectively prioritize tasks which could be high level and where judgement is key.

Ability to liaise with a wide range of people, often at a high level both internally and externally and with credibility, tact and diplomacy, and build strong working relationships.

Demonstrable organizational and project management skills and ability to manage multiple projects to deadlines

Ability to work in a changing environment involving high pressure at times.

Excellent written, verbal, interpersonal and negotiation skills with an ability to adapt style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high level communications).

Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).

Recognizing situations of potential brand risk and approaching them with due sensitivity and confidentiality.

Good analytical and problem solving skills.

Good time management skills.

Attention to detail.

Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email and internet.

Fluent spoken and written English.

Sensitive and committed to gender equity and diversity.

How to Apply

For more information and job application details, see; Oxfam Novib Executive Assistant to the Country Director Jobs in Uganda

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