Admin Jobs – Executive Assistant – Joint Medical Store (JMS)

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Organisation: Joint Medical Store (JMS)

Duty Station: Kampala, Uganda

Reports to:Manager Human Resources & Administration

About US:

Joint Medical Store (JMS) is a Church founded private not-for-profit organization whose mission is to supply affordable Quality Health Solutions in an efficient manner assuring a preferential position for Medical Bureaus and Sustainability of Member Health Units.

Job Summary: The Executive Assistant will provide and coordinate administrative, managerial and support functions of the Executive Director’s Office, support Directors to keep their offices running smoothly, while maintaining confidentiality and exercising sound judgment and ability to make reasonable decisions in line with JMS guidelines and mandate.

Key Duties and Responsibilities: 

  • Handle office correspondence addressed to ED’s office. – mail, email & telephone calls
  • Coordinate the Executive Director’s Office appointments, travels and field visits
  • Prepare & Type well thought out professional documents, reports & routine correspondences
  • Maintain an up to date filing system of records that is accessible by respective staff
  • Monitor the usage of office supplies in ED’s Office
  • Organize meetings and conferences, document and disseminate proceedings, follow up and report on the implementation of key action points
  • Attend meetings, transcribe and maintain accurate Minutes and ensure that the approved/signed versions are filed accordingly.
  • Manage Board of Directors’ emoluments and provide accountability
  • Provide hospitality to Customers, Business Partners and Visitors in a professional & courteous manner, and promptly respond to their requests with accuracy.
  • Maintain corporate lay out /ambience of the ED’s Office.
  • Review current performance against previous year/current year targets
  • Carry out SWOT Analysis and analyze successes and failures during the previous year
  • Review key organizational objectives and report to ED accordingly
  • Identify and refine resource implications of objectives for coming period; and build a budget for the ED’s office
  • Regularly review progress of plans and report to ED accordingly.

Key Performance Indicators

  • Provide Secretarial support to the Executive Director and other Office Directors in a professional manner
  • Provide logistical and day-to-day Administrative Support to the Executive Director’s Office
  • Manage the facilitation / administrative aspects for the Board of Directors and Travel Per diems, etc., for the rest of the Management committee
  • Provide Hospitality and Customer Care to Clients in a professional and courteous manner
  • Develop the Executive Director’s operational plans and budgets; monitor their implementation and report on the performance

Qualifications, Skills and Experience: 

  • The ideal candidate for the Joint Medical Store (JMS) Executive Assistant job placement must hold a Bachelor’s Degree in Secretarial studies,
  • Post Graduate Training in Administrative Law or ISCA is an added advantage. 
  • A minimum of three years’ experience in providing high level administrative support
  • First-hand knowledge of standard office administrative practices and procedures
  • Organization and planning skills
  • Office Management
  • Communication Skills
  • Information Management
  • Records Management
  • Discretion – confidentiality
  • Good interpersonal relationships
  • Accuracy and Attention to detail
  • Time Management
  • Customer care skills
  • Quick Decision making
  • Honesty / Integrity

How to Apply:

All suitably qualified candidates should submit applications, resume, copies of academic certificates, testimonials and three referees (who are not relatives) with their day time telephone contacts. Only short listed candidates will be contacted. Applications may be hand delivered to JMS Head office Reception Desk or Email to HRA@jms.co.ug

Please address your applications to:

The Manager Human Resource & Administration,

Joint Medical Store P.O. Box 4501 Kampala. Uganda

Deadline: Monday 19th June, 2019 at 5.00pm.

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