Admin Jobs – Executive Assistant – Micro-Haem Scientifics and Medical Supplies Limited

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Organisation: Micro-Haem Scientifics and Medical Supplies Limited

Duty Station: Kampala, Uganda

Reports to:CEO

About US:

Micro-Haem Scientifics and Medical Supplies Limited mandate is supply of high quality pharmaceutical and medical products (consumables and equipment) of latest technology in Uganda and E. Africa; Manufacture Drugs and Medical Devices/Instruments; Operate the Microhaem Medical Equipment Training School (offer training, research, capacity building programmes, establish incubation centre; collaborate with and outsource medical  professionals from related training institutions globally); run curriculum  that meets international standards); and engage in maintenance, servicing and repairing of medical equipment.

Job Summary:  The Executive Assistant to the CEO provides executive, administrative, and development support to the CEO and Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to THE CEO. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects as assigned by the CEO..

Key Duties and Responsibilities: 

  • Assisting the CEO with daily administrative duties that include managing an active calendar of appointments, completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
  • Ensures that the CEO is fully briefed on, or prepared for, any engagements he is involved in.
  • Prepares an account of the meetings and designates and follows up on assigned action items.
  • Communicates with the general staff on the CEO’s behalf and coordinates logistics with high- level meetings both internally and externally. Coordinates meetings and strategic activities with the Management Team and other stakeholders.
  • Drafts reports, letters, proposals, Contracts; prepares and coordinates oral and written communication with partners and prospects.
  • Represents the CEO/Company in meetings in the absence of the CEO and writes reports and follow-ups on action plans.
  • Monitors progress of departmental assignments, ensuring that responses are timely and in accordance with established office and department policy and procedures
  • He/she will be in charge of the CEO’s welfare. Including but not limited to ensuring that meals are delivered on time, ensuring that CEO’s office is clean and tidy etc.
  • Processes records and forms, requisitions office supplies, and performs other administrative support procedures for effective office management.
  • Maintains all files both electronic and softcopies for the CEO, ensuring that material is properly marked and accessible for immediate use.
  • Coordinates all travel arrangements for the CEO.
  • Ensure guests meeting with the MD are well taken care of.
  • Perform other ad-hoc tasks in line with the values of the Company that may be deemed necessary.

Qualifications, Skills and Experience: 

  • The ideal candidate must hold an MBA/ Masters in Management / PGD Management -Admin or Equivalent. Background of IT
  • A minimum of four to six years of providing support for upper-level management.
  • Administration and proficiency in computer applications
  • Ability to make independent decisions, solve problems.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.
  • High level of flexibility.
  • Ability to conduct research and present data in a succinct and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Ability to work with a broad range of people.
  • Confidentiality is very key for this position.
  • Occasional travel may be involved.

How to Apply:

All suitably qualified and interested candidates are strongly encouraged to send their updated CVs with salary expectations to:

Deadline: 21st June 2019

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