Executive Assistant Job Vacancy at Electricity Regulatory Authority in Uganda


Job Title :    Executive Assistant
Categories     CEO’s Office
Location     Kampala
Job Information    
Job Description: Executive Assistant to Chief Executive Officer
JOB DETAILS
Job Title: Executive Assistant to Chief Executive Officer     Contract Length:
Station/ Location: Kampala     Department: Office of CEO
Unit/Section:  Office of CEO
Supervisor Title: Chief Executive Officer
Introduction: The Vision of ERA is “A well developed and sustainable electricity industry that meets the national and regional demand”.  And the Mission is “Regulating the electricity industry for efficient and reliable supply at equitable prices.” ERA emphasizes the following core values/ guiding principles (i) Stakeholder Satisfaction (ii) Professionalism (iii) Integrity, Transparency & Accountability (iv) Team work (v) Equal & Fair Opportunity (vi) Sustainability.
Job Purpose
Help the Chief Executive Officer in the smooth running of the office.
Key Duties/Responsibilities :

    * Administrator in the CEO’s office.
    * Ensure proper communication and coordination between the office of the CEO and the Directors as well as the entire staff in the Authority.
    * Provide broad administrative support including diary management, correspondence, minute taking, grants processing and office support.
    * Provide communications, marketing and event management activities support to the CEO.
    * Represent the CEO in technical meetings where s/he is unable to attend.
    * Review correspondences to the CEO’s office and route them systematically to responsible departments and coordinate with them to ensure they are acted upon.
    * Draft responses to correspondences on behalf of the CEO.
    * Review inquiries and requests for information coming to ERA through the CEO’s office and where generic responses are required, make the responses and keep track of them for the CEO’s information.
    * Establish and maintain an on-line departmental actions/activities tracking system to follow up actions and activities that feed into external responses and are implementable by departments.
    * Liaison with the Executive Secretary to set up appointments/meetings (CEO’s Diary).
    * Filter incoming mail to CEO and channelling some to other officers.
    * Arranging ERA overseas meetings and travel for the Authority and CEO
    * Ensure security and appropriate use of ERA’s confidential information.
    * Provide logistical support for the Authority Meetings.


Finance/ Assets: Ensure that resources (financial + physical assets) entrusted to you are utilized in a prudent and transparent manner.
Resource Mobilization:N/A
Public Relations:
Should interface with all guests, clients and staffs who come to this office in a professional manner.
Staff Responsibility:  N/A
Any other official duties:  As may be officially assigned by the Chief Executive Officer.
Key Results Areas

    * Attend to all administrative support issues, memos, guests and queries going to the office of the Chief Executive Officer.
    * Ensure proper communication between the office of the CEO and the Directors and the rest of staff in the Authority.
    * Make appointments and travel itineraries for the CEO.
    * Take diction and ensure standard secretarial services.
    * Arrange for meetings and workshops.
    * Maintain soft and hard copy files for easy retrieval.
    * Manage office imprest and maintain adequate office supplies.
    * Receive all financial and administrative memos and ensure their endorsement and forwarding to the relevant offices.


Educational Requirements:
EssentialMaster’s Degree in Management, Business Administration, Social Sciences, Social Work & Social Administration, Secretarial Studies and Office Management, Economics or any other relevant discipline.     Desirable:

    * Computer skills with capacity to use Word processor, spreadsheets, power point, simple databases and any other relation computer skills.
    * Post graduate qualification in economics, business administration, management, secretarial studies.
    * Records management skills.

Related Job Experience/Additional Skills

    * Previous working experience in a similar position for at least 5 years in a reputable corporate or statutory institution.
    * Should be pleasant and hardworking.
    * Should be flexible and able to work for long hours.
    * Should be able to beat deadlines.
    * Should be 35 years of age and above.

    Desirable:

    * Should be mature and responsible.
    * Should have capacity to keep institutional secrets.
    * Should have a high sense of integrity.
    * Knowledge of electricity supply industry

HOW TO APPLY

Applicants should submit by recorded delivery their applications and enclose copies of:

    * Detailed Curriculum Vitae including copies of relevant certificates
    * Address (including daytime telephone, fax or e-mail) of the applicant
    * Address (including daytime telephone, fax or e-mail) of three Referees

Addressed to:

THE DIRECTOR FINANCIAL & ADMINISTRATIVE SERVICES

ELECTRICITY REGULATORY AUTHORITY

PLOT 15 SHIMONI ROAD

P. O. BOX 10332, KAMPALA – UGANDA



To reach the above address by December 21, 2012 at 5.00pm; Applicants who do not meet the stipulated minimum requirements need not apply.



N. B. Members of the Electricity Regulatory Authority or Staff of ERA Secretariat shall not be accepted as referees. Canvassing or any attempt thereof will lead to immediate disqualification. ERA is an equal opportunities employer.


Deadline: 21st December 2012




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