Job Title: Executive Secretary
Organization: The International Committee of the Red Cross (ICRC)
Duty Station: Kampala, Uganda
Reports to: ICRC Head of Delegation & Administrator
About ICRC:
The International Committee of the Red Cross (ICRC) is a neutral and independent international humanitarian organisation, which assists and protects victims of armed conflicts and other situations of violence.
Key Duties and Responsibilities:
- The ICRC Executive Secretary will be responsible for Information Management:
- Proposes suitable measures for the flow and sharing of information and documents, making use of the tools available.
- Organise and manage the information flow (internal & external), in line with the needs of the delegation and technological evolutions, proposes changes and improvements in order to ensure the right treatment and sharing of documents.
- Ensure that mails and documents (electronic or paper) are shared with the persons concerned and that institutional documents are properly filed plus standard e-filing (electronic) system are properly archived (paper documents inclusive).
- Train, supervise and support users on all topics related to information management to ensure optimal performance.
- Serve as the Reference person for the following:
- ICRC protocol, rules for correspondence, document security, filing and intermediary archiving and how to use standard computer technology.
- Ensure compliance with the rules of visual identity in external presentations, letterheads, etc.
- Ensure that all users understand the need for and apply ICRC related policy and procedures.
- Mentors, trains and actively support users on above mentioned topics.
- Technically supports the Head of delegation and the management team to organize the priorities of the delegation:
- Acts as a facilitator within the management team and eases decision making process, ensuring a coordinated and consistent work flow.
- Is responsible for the general secretarial work of the management and will, amongst others tasks, maintain regular contacts with Headquarters, delegations and external contacts, follow up appointments, organizes meetings and carries out receptions for the Head of delegation, taking minutes of meeting, compiles and edits Operational Reports, (monthly, quarterly and annually).
- Responsible for Welcome service duties:
- Organizes and ensures appropriate accommodation for new arrivals, visitors, Upcountry field trips and workshops.
- Prepares briefing program, basic country information for in-coming staff.
- Makes, confirms flight reservations and purchases tickets for professional and private travel.
- Co-ordinates flight schedules and arranges airport/hotel pick-up and drops.
- Processes proper travel and immigration requirements (visas, travel insurance, work permits, etc.) for all staff. Arranges and organizes school enrolment of expatriate’s children, among other tasks.
- Other general tasks include Verifying hotel, workshops/seminars, travel agent and airline invoices before payment.
- Manages, supervises and trains the Receptionist.
Qualifications, Skills and Experience:
- The candidate should hold a University degree or equivalent
- At least two to five years’ work experience in a similar function
- Possess excellent command of written and spoken English (French and other languages, an asset).
- Proficiency in Microsoft office applications, ability to use internet and email applications.
- Sense of responsibility, ability to take initiative and to work independently.
- Driving licence is an advantage
- Possess excellent planning, organizational and analytical skills
- High sense of responsibility, proactive and methodical with a human touch.
- Excellent communication, reporting and interpersonal skills;
- Possess the ability to train, coach and motivate others
- Service oriented with capacity to work independently
- Ability to work within a team and to integrate him/herself and learn new skills interest for humanitarian activities
How to Apply for the job:
All interested candidates should send their handwritten application with a detailed CV indicating email and phone contacts, copies (not originals) of academic and work certificates, indicating a minimum of two professional referees. The applications should clearly be marked “Executive Secretary” and addressed to the Administrator in a sealed envelope should be at the following address: ICRC Kampala office on Plot 8, John Babiiha Avenue, Kololo, P.O. Box 4442, Kampala. Uganda
Note:
- Register your application with the Receptionist (or Security guard, during out of office hours) and receive a reference number for tracking your application,
- Only applications that fulfill the criteria stated above will be considered.
- No payments are required or accepted for this process and any canvassing will lead to disqualification.
Deadline: Friday, 30th January, 2015
