Level: NOA
Duration: 6 months
Duty Station: Kampala, Uganda
- Purpose of Assignment: The successful candidate will be responsible for handling Executive Assistant duties. This includes ensuring that the office of the Assistant Commissioner of Health Services/Resource Centre operates in an efficient and effective manner by supporting heavy and ever changing calendar management, receiving and making high volume phone calls, making travel arrangements, making office appointments, arrangements handling or delegating office errands, supporting event planning and other project activities as needed. The Executive Assistant must possess exceptional verbal and written communication skills, tact and diplomacy, and above average time management skills.
Key Responsibilities:
Assist with daily activities and project work for the Assistant Commissioner of Health Services/Resource Centre:
• Collaborate with team members to create a smooth work flow and meet deadlines • Monitor email correspondence to Assistant Commissioner of Health Services/Resource Centre and traffic accordingly • Follow up on action items • Prepare necessary business correspondence; perform word processing of confidential documents including spreadsheet, and presentation computer software • Perform professional errands as needed • Travel in land as required • Develop and maintain an effective filing system • Take minutes of all Resource Centre Division meetings • Transcribe materials as needed • Monitor traffic and scheduling for Assistant Commissioner of Health Services/Resource Centre and staff • Critical interface with Assistant Commissioner of Health Services/Resource Centre's official guests • Coordinating between departments and operating units in resolving day-to-day administrative and operational problems • Scheduling and coordinating meetings, interviews, events and other similar activities • Sending out and receiving mail and packages • Coordinate travel arrangements for Assistant Commissioner of Health Services/Resource Centre and staff
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor. Consultant will work closely with the UNICEF Alive, T4D, SPE, Communications sections, MoH and with a wide range of stakeholders. It is expected that Consultant will be available in Uganda for the entire consultancy period. This position should be considered a full-time assignment.
Tasks and Deliverables 1. A high-level overview of current Resource Centre areas of responsibility, activities and plans. Recommendations for improving efficiencies for the effective administering of mTrac. (3-5 page report on activities and progress to date including recommendations for improving operations at Resource Centre in relation to mTrac.)
- Review of Resource Centre mTrac related activities to date including progress on roll-out, major issues, risks and mitigating actions. (2-3 page report on activities and progress to date including the current list of major risks and issues impacting the administration of the mTrac programme.)
- Overview of mTrac data usage and analysis of if (and how) the digital collection mechanism is an improvement over HMIS paper-based forms. (3-5 page report on mTrac data usage including a review of users/partners with access, examples of successful or innovative data use and a comparison to traditional paper-based HMIS data.)
- Review of mTrac administration effectiveness and impact of implemented process changes and other recommendations. (3-5 page document to cover progress to date including a review of changes to mTrac administration processes and their impact.)
- Overview of mTrac TWG and other meetings of significance including major decisions made, new implementing partners approved and other milestones. (2-3 page document covering progress and activities to date focused on the latest developments in mTrac roll-out progress and stakeholder involvement.)
- Final report on mTrac administration progress, results of process improvements, status of data usage and recommendations. (3-5 page report to summarise all activities and progress from 6 months and new recommendations for Resource Centre and mTrac.)
- Prepare and distribute mTrac TWG and steering committee agendas and minutes to all participants. (Distribute agendas at least 3 days prior to and minutes within 1 week after all mTrac meetings. Monthly (as meetings occur))
Qualifications or specialized knowledge/experience required for the assignment:
Education & Experience Bachelors' degree and strong academic credential preferred. Minimum five years' experience in support position to executive-level personnel.
Qualifications
• Must be extremely organized and able to coordinate several different projects/activities at the same time • Intermediate to advanced computer skills in Excel, Word and Outlook • Proven ability to remain flexible in the work environment and manage multiple priorities under time constraints in a fast paced environment, with an attention to detail • Exceptional oral and written communication skills • Highest degree of confidentiality, tact and diplomacy required • Ability to be pro-active and detail-oriented: must work successfully under pressure and handle all situations with the highest degree of professionalism • Ability to work independently and as part of a team • Demonstrate professionalism, including phone etiquette, manners, appearance, attitude • Level headed decision making abilities • Ability to work under high demands and expectations • Ability to work non-traditional hours during peak season • Ability to maintain and analyze problems and help with solutions
To apply:
Send letter of interest, CV and any relevant sample work (links or attachments) ugderecruit@unicef.org
Applications must be received by 4 June 2012
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