Personal Assistant Job - Royal Embassy of Saudi Arabia ~ Ugandan Jobline Jobs

Organisation: Royal Embassy

of Saudi Arabia

NFT Consult, a

leading HR Consultancy firm, seeks to recruit for its valuable client, The Royal

Embassy of Saudi Arabia acts as the representative of the Saudi government in

Uganda to promote Saudi interests and to give assistance to Saudi nationals in

Uganda.

Key Duties and Responsibilities:  The Personal Assistant will support the Ambassador

in the implementation of the following;

·        
Implement and maintain a well-organized secretarial

function which includes a complete administrative and filing system.

·        
Take minutes of meetings and ensuring distribution

to all concerned within two weeks.

·        
Confirm accuracy of incoming correspondence, liaise

with originators and forward once ready for signature.

·        
Scan documents and systematically file on BIP.

Travel

Support: Book all air tickets, accommodation and make transportation arrangements

for travelling directors and managers.

·        
Inquire about travel visas for foreign trips and

where required, make the necessary arrangements to obtain the visas.

·        
Support the travelling Director/Manager with any

other logistical needs and stay in touch until the traveler comes back to the

home office.

·        
Manage MD’s calendar and meetings including all

logistics for the said meetings (venue, refreshments, types of meetings such as

monthly review, weekly reviews etc).

·        
Circulate actions and confirm completion two weeks

before the meetings

·        
Regularly review contents and quality of Board

papers

·        
Confirm that all approvals are appropriately signed

·        
Format, review, and forward to the Company Secretary.

·        
File all submissions and minutes in the BIP.

Correspondence

Management:

·        
Receive and stamp all incoming mail

·        
Manage all office correspondence and redirect where

necessary.

·        
Work closely with Directors to reply to

letters/queries on behalf of the directors when appropriate.

·        
Answer and redirect incoming calls

Appointment

Management:  The incumbent will be maintaining the Director;s

diaries and schedule appointments

Resolve time

conflicts arising from the diaries

·        
Identify and bring to management attention any

perceived risks pertaining to the management of the office.

·        
Expeditiously follow up on all mitigating actions

from the identified risks to confirm implementation and close out of such risks

and any outstanding actions with the Risk department.

Office

Management: Co-ordinate all office requirements as need arises

by bringing those requirements to the attention of relevant owners and follow

up until resolved.

Key Performance Indicators:

·        
Filing system maintained.

·        
Scheduling appointments done.

·        
Logistical arrangements for meetings conducted

·        
Taking minutes of meetings done.

·        
Handling all office correspondence.

·        
Travel arrangements.

·        
Accurate and efficient typing of correspondence

Qualifications, Skills and

Experience: 

·        
The Personal Assistant should have excellent office

administration and secretarial skills

·        
Good typing skills.

·        
Excellent organizational skills

·        
High degree of confidentiality and integrity

·        
High degree of reliability.

·        
Time management skills

·        
Computer literacy skills

·        
Good customer relations skills.

All suitably

qualified candidates should visit the web link below and create a profile on

the NFT Consult website by entering their e-mail addresses. Please visit web

link below and click Apply now if convinced you have the job requirements. The

applications/CVs should be prepared in English and submitted in either MS Word

or PDF format will be considered.

Duty Station: Kampala,

Uganda