Job Summary:
The Executive Assistant will provide and coordinate administrative, managerial and support functions of the Executive Director’s Office, support Directors to keep their offices running smoothly, while maintaining confidentiality and exercising sound judgment and ability to make reasonable decisions in line with JMS guidelines and mandate.

Key Duties and Responsibilities:
Handle office correspondence addressed to ED’s office. – mail, email & telephone calls
Coordinate the Executive Director’s Office appointments, travels and field visits
Prepare & Type well thought out professional documents, reports & routine correspondences
Maintain an up to date filing system of records that is accessible by respective staff
Monitor the usage of office supplies in ED’s Office
Organize meetings and conferences, document and disseminate proceedings, follow up and report on the implementation of key action points
Attend meetings, transcribe and maintain accurate Minutes and ensure that the approved/signed versions are filed accordingly.
Manage Board of Directors’ emoluments and provide accountability
Provide hospitality to Customers, Business Partners and Visitors in a professional & courteous manner, and promptly respond to their requests with accuracy.
Maintain corporate lay out /ambience of the ED’s Office.
Review current performance against previous year/current year targets
Carry out SWOT Analysis and analyze successes and failures during the previous year
Review key organizational objectives and report to ED accordingly
Identify and refine resource implications of objectives for coming period; and build a budget for the ED’s office
Regularly review progress of plans and report to ED accordingly.

Key Performance Indicators
Provide Secretarial support to the Executive Director and other Office Directors in a professional manner
Provide logistical and day-to-day Administrative Support to the Executive Director’s Office
Manage the facilitation / administrative aspects for the Board of Directors and Travel Per diems, etc., for the rest of the Management committee
Provide Hospitality and Customer Care to Clients in a professional and courteous manner
Develop the Executive Director’s operational plans and budgets; monitor their implementation and report on the performance

Qualifications, Skills and Experience:
The ideal candidate for the Joint Medical Store (JMS) Executive Assistant job placement must hold a Bachelor’s Degree in Secretarial studies,
Post Graduate Training in Administrative Law or ISCA is an added advantage.
A minimum of three years’ experience in providing high level administrative support
First-hand knowledge of standard office administrative practices and procedures
Organization and planning skills
Office Management

Communication Skills
Information Management
Records Management
Discretion – confidentiality
Good interpersonal relationships
Accuracy and Attention to detail
Time Management
Customer care skills
Quick Decision making
Honesty / Integrity

How to Apply:
All suitably qualified candidates should submit applications, resume, copies of academic certificates, testimonials and three referees (who are not relatives) with their day time telephone contacts. Only short listed candidates will be contacted. Applications may be hand delivered to JMS Head office Reception Desk or Email to HRA@jms.co.ug

Please address your applications to:
The Manager Human Resource & Administration,
Joint Medical Store P.O. Box 4501 Kampala. Uganda
Deadline: Monday 19th June, 2019 at 5.00pm.