The Executive Assistant to Country Representative will conduct themselves both professionally and personally in such a manner so as to elevate the reputation of LWF and not jeopardize the institution.

Duties and Responsibilities

Executive and administrative support to the Country Representative’s Office:

Support the CR in ensuring all matters of Representation are deal with in a timely and professional manner, to the highest standards.

Efficiently arrange Country Representative’s 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.

Support the CMT Kampala in planning for and managing meetings, taking minutes and help in follow up of agreed actions.

To ensure monthly & quarterly reports are prepared in a timely manner and senior managers are aware of reports’ dates as required by the CR.

Liaise with the CR, Internal Auditor and legal support to safeguard the LWF Uganda institutional compliance with various bodies to ensure validity at all time, this includes all manner of registrations, permits and renewals of certificate .

Arrange national, regional and international travel and hotel accommodation for the Country Representative.

Prepare and submit all payments for administrative and operational costs for the CR’s office.

Perform other admin and clerical duties as needed.

Provide support to the Country Representative Office’s external relations activities:

Lead on the preparation, organization and welcoming of international visitors and delegations through direct correspondence with the visitors to clarify the mission objective, agenda, logistics, safety, security and admin support as needed.

Prepare briefing papers, evaluation summaries, reports and presentations for Representative’s appointments, meetings, missions, and key events, take minutes when required.

Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices.

Ensure protocol matters, receive high ranking visitors/officials, and coordinate logistical arrangements related to visits.

Maintain roster of Country Office external contacts.

Provide effective communication and information management support to the Country Representative’s Office :

Facilitate flow of information and communication between the Country Representative’s Office and other units within or outside LWF Uganda.

Review, prioritize, and route correspondence to and from the Country Representative; take proactive follow-up action and keep the Country Representative informed.

Prepare responses, and reply as appropriate, on behalf of the CR to formal correspondence.

Respond to and/or direct inquiries to appropriate internal units for timely action/response.

Maintain an effective filing, archiving and record keeping systems, both paper and electronic for easy access and retrieval. Ensure safekeeping of confidential materials.

Maintain the overview of the LWF Uganda Complaint Response Mechanism by keeping track of incoming tickets and processing times.

Draft routine correspondence and interoffice circulars.