Executive Assistants- EADB Employment Opportunity, Kampala and Rwanda

Job Title: Executive Assistant (2 positions; Uganda, Rwanda- Tenure: Up to 3 years)
Reporting to: Resident Manager, Rwanda/Manager Human Resources and Administration, Uganda
Scope
Maintenance of an efficient office support function, including book keeping, secretarial service, procurement, mail, telephone & communication operations, transport services, travel arrangements and hotel accommodation for business visits.
Responsible for the smooth and effective running of administrative requirements of the particular Office.
The Executive Assistant will be required to, inter alia:

• Provide information management to management of the Office including conducting research or collection of data relevant to the Bank’s operations;
• Register and respond to mail and ensure timely management of all correspondence;
• Liaise with local service providers to ensure cost effective procurement;
• Manage and coordinate tenders for goods and services;
• Maintain a library of relevant materials, and of all documents produced by the Bank on the country;
• Participate in the preparation of training seminars, and meetings;
• Coordinate with others departments, corporate events and functions;
• Receive requests and place orders for administrative supplies, stationary and other office requirements and ensuring effective cost controls are in place for this process;
• Ensure that all services (including telephones, water, power, office vehicles, photocopying machines, etc.) are maintained;
• Keep account of leases, payments and collection of rental payments ;
• Account for use of stationery, fuel, motor vehicles etc;
• Make hotel bookings for visitors and manage the transfers to /from the airport cost effectively;
• Ensure timely processing of invoices for payment for the Office, filing and record keeping of all country office documentation;
• Maintain Bank Account Records in the Office and prepare monthly bank reconciliations;
• Preparation of VAT returns;
• Maintain an Assets Register;
• Ensure that all Bank premises conducive working environment;
• Provide assistance in the administrative aspects of staff in-patriation in terms of coordinating the process of housing allocations, furniture as appropriate and other relevant relocation services for the new staff, for example, processing exemptions for personal and official consignments being imported into the country;
• Ensure the insurance requirements are met i.e. properties, motor vehicles, e.t.c. ensuring adequate cover at all times of the year as well as ensuring timely annual processes of renewal in liaison with head office;

Minimum Qualifications and Experience

• Bachelor of Commerce , Finance, Economics, Law , or other relevant degree;
• Professional qualifications, ACCA will be desirable ;
• Working experience in use of spreadsheets and financial accounting packages, Word Power, Point, email systems, website and on-line skills;
• Self –motivated, mature , able to work long hours when necessary, and committed to contributing to the attainment of the Banks mandate;
• Flexibility and ability to multi-task and ability to perform at a high level of proficiency;
• At least 3 years work experience as an Accounts Assistant with knowledge of office administration and procurement in a commercial-oriented organization preferably a Bank;
• Strong verbal communication, presentation, and written skills;

Requirements for all positions

• Have a clear understanding and commitment to the Bank’s mandate;
• Flexibility and willingness to travel, work and to relocate within East Africa;
• Diligent and able to work with minimum supervision in multinational and multicultural environment;
• Ability and willingness to work long hours and deliver on assignments within short deadlines and to perform other duties that may be assigned to him/her;
• Applicants must be nationals of one of the Member States of the Bank.

If your career aspirations match these challenging and exciting roles, please email your application quoting the relevant job title by 27th August 2010 to Executive Selection Division, KPMG Uganda at the following email address: esd@kpmg.co.ug.
Please attach your CV containing an e-mail address, daytime telephone contact, qualifications, experience, present position, names and addresses of three referees. All applications should be sent via email.
Applicants should be nationals of the EADB member states. Only short listed applicants will be contacted. The Bank reserves the right to make an alternative offer or no offer at all.