Job Title:  Executive Assistant

Organisation: SOS Children’s Villages

Duty Station:  Kampala, Uganda

About US:

SOS Children’s Villages is an independent, locally registered, child-focused, social development non- governmental organization with a strong reputation for providing quality care and protection, education and health needs for vulnerable children. Since its inception in 1991, SOS CV Uganda has reached over 60,000 children, youths and adults directly and indirectly to become empowered and self-reliant to contribute significantly to the needs of their families and communities. Works in partnership with a number of donors, (institutional and corporate agencies) including; Norwegian Agency for Development Cooperation (NORAD), Austrian Development Agency (ADA), Grieg Foundation, ERIKS Development Partner, USAID/Bantwana World Education, European Union, AVIS Foundation, Brand Charity, USAID/Uganda Private Health Support Program (UPHSP), Terre des Hommes (TDH), Stanbic Bank Uganda, DHL – Go Teach, Madhvani Group of Companies.

Job Summary: Reporting to the National Director (ND), the Executive Assistant will be responsible for coordinating the Board affairs.

Key Duties and Responsibilities:

• In consultation with the National Director to prepare and agree on the agenda items for the respective Board or committee meetings before sending out the Notice of Meeting.
• Develop annual meeting schedule in advance at the beginning of the year.
• Ensure that adequate number of meetings are held during the year in accordance with the constitution.
• Keep track of Board and committee meeting dates, agenda and minutes.
• Prepare board information packs.
• Ensure that meeting materials are sent in advance to give Trustees adequate time to review such material, correct any errors and generally prepare themselves.
• Support the National Director to ensure that records of the Board its committees are maintained for compliance with the laws and regulations.
• Manage communications between the board, management and members
• Keep the board well informed and updated on important developments and issues in corporate governance, standards and best practices.
• Handle confidential information for the organisation
• Attend all Board and committee meetings to keep a detailed record of Board actions.
• Three weeks prior to a board or committee meetings, spend at least three days at SOS to prepare and make ready the documentation to be submitted to the board or committees.
• Prepare a status update of all previous board / committee resolutions.
• Prepare all minutes of board and committee and submit to the Board chair within three working days after the meeting.
• Prepare committee reports to the board and submit to the committee chair within five working days after the meeting.
• Ensure that the board constitution is up to date and being adhered to.
• Prepare an annual board member’s training calendar in consultation with the ND and the regional office
• Facilitate induction of new board members.
• Maintain governance documents including policies, manuals, minutes of board meetings, board resolutions and other legal requirements.
• Undertake any other assignments to support the board assigned by the National Director.

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Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree
• At least four years of administrative experience.
• Proven ability to treat sensitive/confidential information with appropriate discretion.
• Excellent customer service, organization, and communication skills.
• Knowledgeable in administering organizational diversity plans.
• Excellent writing skills.

NB: Female Candidates are encouraged to apply. SOS Children’s Villages Uganda is committed to keeping children safe from all forms of violence and abuse. Therefore, our selection process will include rigorous background checks at different levels.

How to Apply:

If you believe you are the right candidate for this position, only electronic application are accepted. Please send your application letter, detailed curriculum vitae (CV), and photocopies of academic certificates, and names and contact details of three traceable referees to the address below:

The Head of Human Resources and Organisational Development,

SOS Children’s Villages Uganda,

Plot 53 Ntinda II Road,

Kampala, Uganda

All Applications must be sent electronically as one Single PDF Document not exceeding eight pages to: jobs@sosuganda.org

Applications that are late, do not have CV or certificates or exceeds eight pages or electronically submitted as images will be disqualified. Only shortlisted candidates will be contacted.

Deadline: 30th November 2022

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