Executive Assistant Operations

at Smart Applications International Uganda
Location Kampala, Uganda
Date Posted June 12, 2024
Category Business Administration
Job Type Full-time
Currency UGX


Job Purpose:
To provide high-level administrative support, ensuring smooth and efficient operations within the Country Manager's office and supporting the finance function.

Job Summary:
Smart Applications International (Uganda) Ltd has strategically diversified to providing a robust Healthcare Facility Information Management system in line with our purpose of creating a healthy society of people through easy, fast and secure access to healthcare services. The Executive Assistant Operations provides vital administrative support to the Country Manager. This role involves coordinating meetings, managing programs, overseeing office operations, and assisting with finance tasks

Key Responsibilities and Accountabilities:
Administrative Support:
• Manage the Country Manager's calendar, schedule appointments, and coordinate meetings
• Prepare and edit correspondence, communications, presentations, and other documents. 3. Handle Travel arrangements, including flights, accommodations, and itineraries

• Organize and maintain files and records, ensuring confidentiality and security.

• Screen and prioritize incoming communications, including emails and phone calls.
• Manage Supplier Contracts, Provider Contracts and Customer Contracts

• Receiving visitors and directing them to the right departments.
• Organize and schedule appointments.
• Order office supplies and reach new deals with suppliers.
• Coordinating all the departments' needs and having them escalated.
• Support HR in recruitment process.
• Receiving and dispatching documents and contracts.

Meeting Coordination:
• Manage SmartHealth+ implementation project from start to go live, within the agreed project period.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Assist in the preparation and distribution of meeting materials.
• Manage and handle all executive engagements meeting including meetings with customers

Project Management:
• Assist the Country Manager in planning and executing various projects.
• Track project timelines and milestones, ensuring deadlines are met.
• Provide research and support for special projects as needed.
• Act as a point of contact between the Country Manager and employees, clients, and external partners.
• Handle inquiries and requests, ensuring appropriate responses and follow-ups.
• Facilitate communication and collaboration across different departments

Office Management:
• Ensure the executive office is well-organized and operates efficiently.
• Manage office supplies, equipment, and other resources.
• Coordinate with facilities management for office maintenance and improvements.
• Ensure security of office by limiting access to office premises by non-staff.

Finance Support:
• Liase with all departments regarding weekly petty cash request and dispatch accordingly.
• Maintaining proper filling system for incoming and outgoing invoices.
• Performing weekly stock take and coordinating all the stock purchases.
• Support finance department in weekly debt collection.
• Management and updating of asset register.
• Support finance with Audit.
• Preparing supplier payments and seeking approval of the same.
• Assist finance in handling customer and supplier requests including reconciliations of accounts and sharing statements accordingly.
• Engage in monthly billing of customers.

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum of 5 years of experience in an executive assistant or similar role.

Skills, knowledge, and abilities
• 36. Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• 37. Excellent verbal and written communication skills.
• 38. Exceptional organizational and multitasking abilities.
• 39. High level of discretion and confidentiality.
• 40. Strong interpersonal skills and the ability to build relationships with stakeholders.
• 41. Proactive and able to work independently with minimal supervision.

Applying Instructions

Interested candidates who meet the criteria above are encouraged to send their application letter and detailed CV to cvs.ug@smartapplicationsgroup.com indicating the position on the subject line.

Smart Applications International Limited is committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection as per the Kenya data protection law of 2019.

By providing us with your data, you hereby agree to Smart’s collection, use and disclosure of your personal information in accordance with its Privacy Policy available at https://smartapplicationsgroup.com/kenya/privacy

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