Vacancy title:
Personal Assistant (PA) to the Company MD/Chairman

Jobs at:
FIG Consult Limited

Deadline of this Job:
16th January 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:
Our client is one of the leading pharmaceutical companies in Kampala – Uganda.

Job Summary: The Personal Assistant (PA) works closely with the Company MD / Chairman to help ensure the efficient administration and day-to-day operations of the MD’s office and support the completion of selected tasks and specially delegated assignments. S/he will serve as a liaison and resource person in support of senior management team and advisory board. The post holder will help ensure the efficient administration of the CEO's office, provide support to senior management team, and complete a range of interesting specially delegated assignments. The candidate should be creative and enjoy working on 0 wide ranges of activities. The ideal individual wilt has the ability to exercise good judgment in a variety of situations, with string written and verbal communication as well as administrative and organizational skills. The post requires project coordination experience, excellent interpersonal skills, computer skills, and the ability to work flexibly end well with all levels of management and staff, as well as with outside contacts.

Key Duties and Responsibilities:
Chief Executive Officer’s Office

• Coordinate and oversee the CEO’s schedule. Manage a calendar of appointments and act as a filter to administer incoming requests. Ensure relevant information is collated in advance of meetings whether internal or external. Arrange detailed travel plans and itineraries, compiling LL documents and a trip file for travel-related meetings/events.
• Research, prioritise and follow up on incoming issues and concerns addressed to the CEO, as directed - propose appropriate courses of action, referral, or response where appropriate.
•  Office organisation: Keep track of deadlines on incoming and outgoing task requests. And put preliminary work in play where appropriate. In consultation with the CEO, update delegated tasks with relevant Departments and Units to ensure progress to deadlines and that completed documents are delivered accurately, Organize key records, and maintain appropriate filing systems and databases.
• Ensure CEO’s budget and expense reports are updated and completed after trip/event .
• Maintain tact and confidentiality and assure careful handling of all business.
  Internal and External Communications
•  IP External: Handle incoming and outgoing communication. Follow up on contacts made by the CEO and support the cultivation of ongoing relationships as directed. Work with department Heads to coordinate CEO's outreach activities - organise materials for presentations to external stakeholders and maintain close liaison with the relative department. stay up-to-date on general trends and developments in the Kenya Pharmaceutical sector.
• Internal: Work with the CEO to develop regular internal communication and messaging.
• Such as updates for relevant Goodman Agencies intranet pages, maintaining the CEO's Pio, input to staff communiqués, internal Newsletters. Video clips, etc.
• Stay abreast of internal company developments and keep the CEO updated on relevant opportunities and events - such as planned external communications.
• Take responsibility for ensuring IT skills are maintained and updated.
  Management Team Support
• Support the preparation, arrangements and coordination of senior management team meetings, coordinating agendas, ensuring timeliness with appropriate documentation, and arranging itineraries and travel where appropriate. Participate as an adjunct member in specified management team meetings by assisting in transcribing minutes, collating action points or developing agreed communication points.
•  Support the update and maintenance of Cross- Departmental calendar of 'key' events to raise awareness and maximize opportunities.
•  Facilitate smooth communication and liaison between the CEO's office and internal departments as required - maintaining credibility and trust with Goodman Agencies Ltd's management staff.
•  Communicate with Advisory Board members on behalf of the CEO as needed - maintain discretion and confidentiality in relationships with all Advisory Board members.
•  Ensure arrangements are completed for all Advisory Board meetings -assist Advisory board members with travel schedules or lodging as required.
  Special Projects:
• The Personal Assistant (PA) will be assigned a variety of special projects or assignments by the CEO in support of the senior management team. This may include data gathering requests involving light research or report abstracts, as requested.
• Perform any other duties that can be assigned from time to time.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Secretarial Studies, Office Management or Business Administration or in any related field.
• Three years of experience in the same role or working experience in a junior role but in the same department for a minimum of five years.
•  Previous knowledge and experience and interest in internal and external communications and partnership development.
• Experience of time management and facilitation skills
•  Interested in private sector issues.
• Very quick at learning and delivering g reports in time.
• Excellent communication skills.
•  Excellent with leadership skills.
•  Able to work independently as well as in a team.
• Computer literacy in MS Office, power point.
•  Must have highest level of integrity.

Job application procedure
All candidates are strongly encouraged to send their applications via Email including a cover letter, updated CV and copies of academic credentials to ug.jobs2018@gmail.com
NB: Female candidates are advised to apply and please include the position title as “Personal Assistant (PA).”