| Organization |
AFRO ARAB YOUTH COUNCIL |
| Location |
Bunamwaya Zzana |
| Post Title |
PERSONAL SECRETARY TO THE SECRETARY GENERAL |
| Duration |
I year |
| Department |
FINANCE AND ADMINISTRATION |
| Line Manager/Reporting |
SECRETARY GENERAL |
| Directly Supervises |
N/As |
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| Context |
Afro Arab Youth Council (AAYC) was formed in 2004 at the conclusion of the first ever African and Arab Youth Festival held in Khartoum, Sudan as per the Khartoum Declaration. Its headquarters shifted to Kampala in 2008 at the conclusion of the second similar festival in which the youth gathered in Munyonyo decided to construct a permanent home as secretariate for the AAYC in Uganda as per the Kampala communique. The AAYC aims to use practical approaches to deal with youth pressing issues and provide realistic solutions which corelate with the current times. It is therefore an advocacy/lobby group for youth with membership of over 50 countries of the Africana and Arab world including African Union, Arab League and other International bodies.
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| Position objective |
Manage the Secretary General’s diary and appointments and provide secretarial and administrative support. Duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements. May also be required to organize events and make reservations for incoming dignitaries.
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- Supports the Secretary General in his external commitments related to service on external boards, committees and other groups.
- Communicates directly and on behalf of the Secretary General with board members, donors and others on matters related to programmatic initiatives as directed.
- Assists the Secretary General with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments.
- Managing diaries and organizing meetings and appointments.
- Communicates with the general staff on the Secretary General’s behalf and coordinates logistics with high- level meeting both internally and externally.
- Reminding the Secretary General of important tasks and deadlines.
- Managing databases, maintenance of policy files and filing systems of the Secretary General.
- Organizing the Secretary General’s personal commitments including travel, holidays and family.
- Processing the Secretary General’s business expenses and other administrative items.
- Overseeing office management, ensuring the Secretary General’s high standards are maintained.
- Any other duties that may be assigned from time to time by management.
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| Secretary to Management (20%) |
- Ensuring meetings are effectively organised and minuted
- Maintaining effective records and administration
- Communication and correspondence
- Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organisation.
- Sitting on appraisal, recruitment and disciplinary panels, as required.
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| Attendance (30%)
|
Full Time Staff
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| Any other duties (10%) |
Working and or supporting the team
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| Delegation of work (5%) |
Assigned work
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| Accomplishment (5%) |
Of Tasks
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| Required Knowledge Skills and abilities |
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- Advanced typing, note-taking, recordkeeping, and organizational skills.
- Ability to manage internal and external correspondence.
- Excellent communication skills
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| Academic Qualifications and Experience |
- Bachelor’s degree in Administration, Business, Finance, Economics, ICT or any related field.
- 3 years of experience as a Personal Assistant would be advantageous.
- Certification in Secretarial work, office administration, or related training is an added advantage.
- Knowledge on functioning of International NGOs.
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| Salary |
As per the AAYC salary structure |
| Deadline |
Applications closed
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