Job Title: Administrative Assistant
Organization: Kabalega Foundation
Duty Station: Hoima
Roles and Responsibilities
- Maintenance of the Director’s calendar, contacts with visitors, arrangement of appointments and meetings;
- Participate in the organization and preparation of Board and staff meetings or special meetings;
- Take meeting minutes with all necessary documentation and information;
- Maintenance of protocol procedures;
- Preparation of high-quality briefing materials for Director for appointments, meetings, missions etc.;
- Management of Director’s appointment, meeting and representation schedules;
- Maintenance of rosters of Board Directors’ program and schedule, email and telephone lists;
- Preparation of correspondence, directives, comments on behalf of Director for his signature and making follow-up when required;
- Manage and maintain Director’s travel, claims, leave and follow-up with relevant agents
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Type correspondences, documents and reports etc., and ensure safe handling and custody of any information of confidential nature;
- Coordination of the information flows in the office and follow up on circulation files;
- Screening of all incoming calls, emails and correspondences and relaying to the relevant offices;
- Proof-reading of any presentation, proposals, and any office communication materials
- Maintain up-to-date policy, confidential and general management files;
- Prepare monthly staff attendance reports and other periodic personnel statistics.
- Perform any other duties as may be assigned from time to time
Minimum Qualifications
- A Bachelor’s Degree in Secretarial Studies, Office and Information Management, Business Administration, or other related field from a recognized institution.
- Prior experience in secretarial work, or business administration, or professional certification in a related subject an added advantage.
Application Instructions
Interested candidates should submit their CVs and other supporting documents to careers@kabalegafoundation.org
Closing Date: 29th June 2023
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