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Saturday, November 3, 2018

Executive Assistant (EAX01) Job at Infectious Diseases Institute (IDI) - Career Opportunity in Uganda

Vacancy title:
Executive Assistant (EAX01) 

Jobs at:
Infectious Diseases Institute (IDI) 

Deadline of this Job:
Friday 23rd November, 2018 

Duty Station:
Kampala, Uganda 

Summary
Date Posted: 02 November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

JOB DETAILS:
Background:
The mission of the Infectious Diseases Institute (IDI) is to strengthen health systems in Africa, with a strong emphasis on infectious diseases through research and capacity development. IDI has six operational areas through which it works to achieve its mission: Prevention, Care and Treatment, Training, Research, Global Health Security, Laboratory services, and Outreach. IDI in line with its mission, is looking for highly competent and motivated individuals to fill the following vacancies:

Reports to: The Executive Director
Role definition.
Reporting to the Executive Director, the Executive Assistant performs high level secretarial, administrative, public relations and liaison duties which require frequent contact with staff, executives, the public, funder agencies, other partner agencies/organizations, Makerere University and government officials.

Major roles and responsibilities
  • Research, compile and organize materials for the Executive Director's use in problem resolution as requested by the Executive Director.
  • Follow up the Executive Director's tasks and assignments, track the progress and assist in ensuring that time-bound commitments and/or tasks are completed as scheduled.
  • Ensures that assignments given by the Executive Director are completed and timelines met.
  • Compiles information, assists the Executive Director in preparing reports, may support to draft financial, statistical and narrative reports when requested.
  • Composes e-mail and paper correspondence for the Executive Director on his/her own initiative or from general instructions.
  • Creates, reviews and processes documents and records; identifies and corrects errors and omissions on documents received from staff, Directors and partners.
  • Establish and maintain a manual and electronic filing/record
  • keeping system for easy storage and retrieval of documents and correspondence related to the Executive Director's work.
  • Formats and types a variety of executive, sensitive, confidential, official and/or legal letters and documents on the Executive Director's instructions for his/her approval and arranges for appropriate circulation. “
  • Performs a wide variety of office support functions using independent - judgment and applying multiple program policies, procedures and guidelines to assist the Executive Director in making decisions and completing assignments.
  • Responds to non-routine inquiries from staff and external parties and 3 explains various program services, policies, procedures and rationale for decisions.
  • Schedules (and reschedules where necessary) the Executive Director's appointments and /or services and traveling arrangements.

Person Specifications
  • A degree in a relevant discipline. A post graduate qualification would be an added advantage. At least three years’ progressively relevant experience (ideally including Secretarial and Administrative work) in a reputable organization. Good references are particularly important.
  • Knowledge of general office practices and procedures particularly in word processing, filing, composing business documents, gathering and compiling data.
  • Knowledge of written communications formats and composition and excellent command of spoken English.
  • Skill in operating various office equipment, such as personal computer, calculator, scanner/photocopier and phone system.
  • Ability to maintain strict confidentiality.
  • Knowledge of MS Excel, Word and other common programs
  • Ability to communicate with staff and other contacts in a courteous and professional manner. '
  • Ability to prioritize multiple tasks and coordinate a workload for multiple projects
  • Ability to make independent decisions

Job application procedure
Qualified and interested persons who wish to apply should email as well as post or deliver an application letter (clearly indicating the position you are applying for) with a detailed CV, naming at least two professional referees, to:
The Senior Manager, Human Resources Infectious Diseases Institute
P.O. Box 22418, Kampala.
E-mail: hr@idi.cu.ug 
Deadline for receipt of applications is Friday 23rd November, 2018.


Please note that:

  • IDI is an equal opportunity employer and does not charge a recruitment fee or any other fees at any stage of the recruitment process
  • indicate the Vacancy Code as the subject for your email and make sure that your application letter, CV and certificates are attached as one document
  • Only shortlisted candidates will be contacted and any form of canvassing will lead to automatic disqualification.
Full job descriptions can be accessed at
www.idi-makerere.com/opportunities/careers/