Executive Assistant(MSH) - Employment, career opportunity in Uganda

Job Title: Executive Assistant
Organization: Management Sciences for Health (MSH)
Project: TRACK TB project
Deadline:  22nd Nov 2013
Location:  Kampala, Uganda

About MSH:
Management Sciences for Health is an international organization with wide experience in management of Health Programs in various parts of the world. Management Sciences for Health (MSH) saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information.

About Project: 
In Uganda MSH is implementing the 5 year TRACK TB project, funded by USAID. TRACK TB works in close collaboration with the National TB and Leprosy Program (NTLP).

Job Summary: 
The Executive Assistant provides overall administrative support to the Chief of Party (CoP) TRACK TB.  This includes day-to-day administrative, logistical and specific activities related to the Project and coordination of all contacts between the CoP and internal and external stakeholders such as project staff, sub-recipients, USAID, the Ministry of Health, and any other party.  S/he works closely with all Project staff to ensure that both the needs of the project, of project staff, and of the CoP are optimally served. S/he also coordinates TRACKB specific human resources management as well providing support to the MSH HR team in recruitment & selection, performance management, welfare and information management.

Key Duties and Responsibilities:
1. Executive coordination responsibilities:

    Manages the diary of the COP and handles all administrative support required by the office. Sets up and maintains COP’s filing system.
    Assist the COP in ensuring that project staff have access to all relevant information, ensures that the COP receives all pertinent information regarding project activities and/ or operations at all levels.
    Makes all travel arrangements for COP, and ensures that all logistics and briefing materials that may be required are in timely prepared.
    Coordinates the production of reports, charts, presentations, success stories, and all other project communications made by the office of the CoP.
    Schedules meetings and conferences organized by the COP’s office; takes meeting minutes, prepares and distributes the minutes in a timely manner.
    Identifies action items and ensures follow-up on action items through their completion.

2. Human Resource Management coordination responsibilities:

    Support the recruitment and placement process for MSH staff by participating in short listing, making all necessary arrangements for interview and where necessary participate in the interview process.
    Responsible for recruitment documentation e.g. bio data forms, reference reports, antiterrorist for MSH applicants.
    Ensure that all new TRACKTB employees have identity/health insurance cards, filled out the relevant enrollment forms, coordinate with Administrators over office /email setup and arrange for orientations.
    To assist with the administrative roles of the TRACK TB staff end of probation and annual appraisal process including follow-up to ensure that all staff have submitted forms.
    Support the development and maintenance of  MSH HR Information Databases and records including leave records, performance management, personnel files
    Participate in activities aimed at creating a safe and healthy work environment ie MSH get together, stress relief activities, celebrating  staff birth days, additions to staff family members, hospital visitation, bereavement support.


Qualifications, Skills and Experience:

•     The applicant should possess a Bachelor’s degree in social sciences, human resource management, business administration or other relevant training
•     At least three years relevant working experience
•     Demonstrated ability to communicate clearly and concisely in written and spoken English.
•     Excellent interpersonal skills and ability to work successfully in a team environment.
•     Self driven personality who requires minimum supervision
•     Excellent organizational and prioritization skills, and attention to detail.
•     Ability to maintain confidentiality

How to Apply:
All suitably qualified candidates should click "Apply Now" below to visit recruiting website.

Click to Apply Now

NB: We thank all applicants for their interest, but can only acknowledge shortlisted candidates. Please note that any form of canvassing by candidates will lead to immediate disqualification.