JOB DETAILS:

Responsibilities

o Provide high-level administrative support to the General Manager (GM) to ensure efficient management of schedules, meetings, and communications.

o Manage the GM’s calendar by scheduling appointments, coordinating meetings, and organizing travel arrangements.

o Prepare briefing materials, reports, presentations, and correspondence on behalf of the GM.

o Handle incoming and outgoing communications, ensuring timely responses and follow-ups.

o Organize internal and external meetings, including board meetings, donor meetings, and senior leadership team sessions.

o Prepare agendas, take detailed minutes, track action items, and ensure timely circulation and follow-up.

o Assist the GM in preparing reports and documentation required for strategic and donor meetings.

o Act as the primary point of contact between the GM and internal/external stakeholders, including staff, government agencies, partners, donors, and government agencies.

o Maintain professional communication and confidentiality on all matters related to the office of the GM.

o Support the dissemination of important organizational updates and decisions.

o Serve as a liaison between the GM’s office and external stakeholders including legal firms, donors, and strategic partners.

o Support the GM in ensuring organizational compliance with statutory obligations (e.g., NGO Bureau regulations, URA, NSSF, Labour laws).

o Maintain an updated register of all contracts, legal documents, licenses, and ensure timely renewals.

o Assist in drafting and reviewing internal policies and governance documents to align with current laws and best practices.

o Support the GM in tracking organizational priorities, strategic initiatives, and special projects.

o Monitor deadlines and deliverables, ensuring the GM’s office stays ahead on critical tasks.

o Coordinate cross-departmental projects at the GM’s request, ensuring alignment with SWRW’s goals.

o Oversee the administrative operations of the GM’s office, ensuring it operates smoothly and professionally.

o Manage filing systems (electronic and hard copy) for confidential and general office records.

o Coordinate logistics for high-level visitors, training sessions, events, and special engagements.

o Conduct research, compile data, and prepare analytical reports to support the GM’s decision-making.

o Ensure proper archiving of contracts, agreements, and strategic documents.

o Maintain databases and contacts lists for key partners, stakeholders, and government entities.

o Conduct legal research on road safety policies, labor laws, contracts, and regulatory frameworks/. impacting SWRW operations.

o Provide summaries, briefs, and recommendations to support decision-making by the GM and leadership team.

o Keep the GM updated on relevant changes in the Ugandan legal and regulatory environment that could affect operations.

o Ensure adherence to SWRW’s policies on confidentiality, safeguarding, and risk management.

o Protect sensitive information and maintain the highest level of professionalism in handling organizational matters.

Key Skills and Competencies

o Excellent organizational and multitasking skills.

o Strong verbal and written communication skills.

o High-level proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

o Strong problem-solving skills and attention to detail.

o Professional discretion and ability to handle sensitive information.

o Ability to work independently and manage competing priorities.

Required Qualifications

o Bachelor’s degree in Business Administration, Management, Public Administration, or a related field.

o Training or certification in Executive Assistance, Office Administration, or Project Management is an advantage.

o At least 2–5 years of relevant experience supporting senior executives or management in a busy environment, preferably within an NGO or donor-funded institution.

o Experience working in a fast-paced, multicultural environment is highly desirable.