Specific Job Responsibilities:
Follow up of various requests from the Region, International Headquarters (IH), National Offices(NOs), Donors, Government etc. and reporting requirements e.g. Quarterly report to Region Office (RO) tracked, timely completed and submitted.
Accurate Vigilance on all documents e.g. recruitment, tender, MOUs, financials, letters etc. presented to Country Director (CD) and Country Management Team (CMT) thoroughly reviewed for completeness before being forwarded for signature.
Make appointments for visitors to meet with CD and other CMT members and make appointments for Plan staff to meet with Plan partners and development agencies that work/fund Plan.
Develop and maintain an efficient records management system for CO documentation (correspondence, reports, newsletters, records, data, information etc)
Pro-actively co-ordinate and maintain a record of all incoming / outgoing correspondences (mail, email, parcels, etc.) and send reminders of deadlines to CD & CMT members for timely response
Responsible for organizing high profile visits of NOs / Board members and IH.
Ensure that adequate and effective administrative and logistical support is given to the CMT
Prepare minutes during extended CMT meetings and submit them for approval
In close collaboration with Communications Manager, consolidate team briefing reports from all Programme Areas (PAs) including Country Office (CO) and forward to Regional office for submission to IH.
Maintain contact with the CD when traveling to ensure that appropriate action is taken on pending issues.
Maintain an up-to-date Country Calendar for all important deadlines and important upcoming events is maintained and shared with all relevant units.
Manage the first aid kit.

Academic Background, Experience & Person Specifications:
A Bachelor’s degree in Office Management, Administration a relevant field
Computer literate in MS Office and the internet
Ability to be proactive, prioritize, multitask, and perform efficiently and effectively with individuals in a fast paced working environment
Experience and training in Customer Care
Ability to handle sensitive and confidential information with discretion
Attention to detail with excellent organizational skills
Excellent communication skills (written, verbal, listening, and presentation)
Ability to manage basic accounting assignments
Warm personality with a good sense of humor.
Suitably qualified candidates should submit electronic copies (of not more than 2MB) of letters of
application, together with a CV. Contact telephone numbers, copies of relevant certificates, names and
contact details of three references plus salary history should be included and sent to the undersigned not
later than 16 th July, 2015

Qualified female candidates are encouraged to apply. Only Short-listed candidates will be contacted. Please consider your application unsuccessful in case you do not hear from us by 16th September, 2015.
The Country Human Resources Manager, Plan Uganda Email: uganda.recruitment@plan-international.org, indicating the job position in the subject line.