Executive Assistant to the Country Director
Muyinga, Ngozi, Gitega,
Date: 1 Aug 2023
Oxfam in Uganda started work in the 1960s delivering development and humanitarian support as part of the Oxfam confederation, a global movement of people fighting to end inequality and injustice. We tackle the inequalities that make and keep people poor. We save and protect people’s lives in times of crisis. We work with people to build their resilience and rebuild their livelihoods. We enable vulnerable people’s voices to be heard and campaign for genuine, durable change. Oxfam in Uganda is searching for qualified, aligned and competent candidates to join our team in making a difference in the lives of millions of communities. We are currently seeking to fill the position of Executive Assistant to the Country Director.
Annual Salary and Benefits -
As per Oxfam Novib Policy provisions
Internal Job Grade -
D1 (National scale)
Contract type -
Reporting to -
Staff reporting to this post -
Shaping a stronger Oxfam for people living in poverty.
To fully support the Country Director by managing time and engagements by tracking all pending matters. Ensure the diary of the Country Director is effectively managed. Completes a broad variety of administrative tasks for the Country Director; composing and preparing correspondence that is sometimes confidential; compiling and filing of all compliance related matters and provide support to organising and documenting the CMT meetings. And carry out strategic projects as may be delegated by the Country Director.
- Develop and maintain contacts and external appointments for CD throughout the country and elsewhere, including Oxfam affiliates, government officials, donors, media, academics.
- Efficiently arrange high level meetings/workshops (Embassies, Authorities, UN, etc.), collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner.
- Prepare responses, and reply as appropriate, on behalf of the CD to incoming mail (paper and electronic) ensure appropriate priority is given and action is taken in response.
- Provides a bridge for smooth communication between the CD and internal units; demonstrating leadership to maintain credibility, trust and support with staff.
- Works closely and effectively with the CD to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Ensure calendar of institutional reporting, key events, visitors is maintained through coordination with various thematic and unit leads and that managers are aware of the reporting dates as required by the CD
- Maintain an updated inventory of all government compliance requirements, track and follow up on all the key dates, coordinate with all responsible offices to ensure 100% compliance on behalf of the CD.
- Maintain an effective filing, archiving and record keeping systems, both paper and electronic.
- Be a member of Oxfam's team; participating in appropriate staff meetings, planning sessions and on-going liaising as needed.
- Establishing a relationship of mutual trust and respect with the Country Director in order to facilitate communication and maximise efficiency.
- Preparing and finalising the Country Director’s travel and meeting packs as required
- Providing personal support to the Country Director when required
- Undertake any other relevant task at the direction of the Line Manager.
Country Management Team Support:
- Participates as an adjunct member of the Country Management Team including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda of Country Management Team meetings and off-sites, and all staff meetings
- Facilitates CMT coordination of travel and outreach plans
Qualifications, Technical Skills, Experience & Knowledge
- A Bachelor’s Degree in Law, Recognised degree in relevant field or equivalent qualification
- Substantial experience (at least five years) of providing an Executive Assistant support in a similar role.
- Excellent organizational and administration skills, including an ability to effectively prioritize tasks which could be high level and where judgement is key.
- Ability to liaise with a wide range of people, often at a high level both internally and externally and with credibility, tact and diplomacy, and build strong working relationships.
- Demonstrable organizational and project management skills and ability to manage multiple projects to deadlines
- Ability to work in a changing environment involving high pressure at times.
- Excellent written, verbal, interpersonal and negotiation skills with an ability to adapt style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high level communications).
- Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
- Recognizing situations of potential brand risk and approaching them with due sensitivity and confidentiality.
- Good analytical and problem solving skills.
- Good time management skills.
- Attention to detail.
- Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email and internet.
- Fluent spoken and written English.
- Sensitive and committed to gender equity and diversity.
Key Behavioural Competencies
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation.
We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences.
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support.
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
Interested candidates should apply using the links provided against the positions and the closing date for receiving applications is August 16, 2023.