Executive Assistant to CEO – Agricultural Business Initiative (aBi) Trust

Job Title: Executive Assistant to CEO

Organization: Agricultural Business Initiative (aBi) Trust

Duty Station: Kampala, Uganda

About US:

The Agricultural Business Initiative (aBi) Trust is supporting agribusiness development in the private sector to achieve the objective of the Government of Uganda’s Competitiveness and Investment Climate Strategy (CICS). The Trust is a multi-donor entity jointly founded by the Governments of Denmark and Uganda. The mandate of aBi Trust is to support the private sector actors to increase their contribution to the agricultural sector by increasing land and labour productivity, and market competitiveness thereby contributing to poverty reduction through economic growth, wealth, and employment creation.

Key Duties and Responsibilities:

Diary Management and Scheduling

Plan and manage the CEO ’s schedules and related logistics to ensure that s/he can efficiently meet their timelines and execute their duties
Maintain an up-to-date calendar for the CEO ensuring proper scheduling and management of activities; any changes to venue or time are brought to the attention of the CEO in good time
Managing the CEO ’s diary ensuring that his time is organised for maximum effectiveness and that key stakeholders are provided with access to him on a regular basis Develop and maintain an up-to-date contact list for CEO ’s business engagements
Liaising with the Shared Services to ensure that travel arrangements, expense claims and other logistical arrangements associated with travel are carried out on time and with appropriate concern for the CEO ’s wellbeing
Coordinate and manage (i.e. compile itinerary, plan accommodation, prepare documentation, make meeting appointments and follow up all logistical support) for the CEO ’s for all business travel
Organise facilities for business meetings in support of the CEO ’s activities– book venues, plan for and provide logistics – equipment, stationery, refreshments, and other facilitation for Board of Directors’, Management and Staff meetings.
Coordinate technical assistance whenever possible or make arrangements to make it available as and when needed. during

Office Management

Provide efficient and effective administrative/secretarial services to CEO in order to facilitate achievement of intended objectives
Compose, review, proof read and/or format correspondence e.g. emails , letters, memos and other official documentation to or from staff, board of trustees, clients, partners and other stakeholders (internal and external)
Support the CEO with logistical arrangements associated with Board activities working with the Company secretary to prepare agendas and minutes of all board and board committee meetings
Works with the Board Officer ensure that action lists are availed and followed up by relevant persons in a timely fashion
Prepare minutes of Senior Management meetings for referencing and follow-up
Provide support to the to CEO in order to facilitate strategic planning and achievement of strategic objectives

Support to CEOs

Support aBi’s Senior Management Team in the effective implementation of strategic plans; providing administrative support and implementing certain aspects of the strategic plan as assigned
Oversee the development of the quarterly CEO’s report; taking guidance from the CEO concerning the focus of each issue and then ensuring that contributions are gathered, edited and finalized
Keep track of progress in the implementation of strategic plans, and other initiatives issuing from the CEO and Senior Management
Carry out research and compile data/reports as advised by CEO and Senior Management

Communication and Stakeholder Management

Manage internal and external correspondences to and from the CEO office for and from internal and external stakeholders
Answer, screen and route calls or other verbal correspondence, managing call back lists or other necessary follow on actions as appropriate, making sure that there is no loss of vital facts and timely feedback is given.
Receive, open, sort, screen and prioritize all incoming written correspondence for follow and appropriate response
Administer stakeholder satisfaction surveys & continually improve services based on results
Participate in the development of IP contracts for various projects.

Qualifications, Skills and Experience:

The applicant must hold a bachelor’s degree from a recognised university
Certification in Executive Assistance Training
Proficient Computer knowledge (MS Office)
Four years of post-graduation experience working in an Executive Officer environment
Experience in Customer Service Delivery
Proven ability to maintain confidentiality
Fully conversant with Microsoft Office package, especially Word, Excel, PowerPoint and Outlook
Experience of establishing professional and appropriate relationships with, and influencing, senior stakeholders
Excellent written and spoken English, including a very high level of business and report writing
Reporting / Documentation/ Letter writing and records keeping experience

How to Apply:

All candidates should send their applications to sumavah.musaazi@aldelia.com indicating the Position Title in the email subject line. Please note that only successful candidates will be contacted. Canvassing will lead to disqualification. Hardcopy applications will not be accepted.

Deadline: 11^th August 2023 by 5:00pm