EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER Electricity Regulatory Authority

This position provides confidential administrative and information management support, coordination and assistance to the ERA’S CEO and the Authority. It requires the use of strong problem solving skills to coordinate the high volume of activities of the CEO’s office in a confidential manner.

KEY DUTIES AND RESPONSIBILITIES
1. Planning and scheduling
• Coordinate the CEO’s business and personal calendars and ensure that it is kept up-to-date and accurate at all times, providing frequent updates to calendar as needed.
• Act as the first point of call in filtering documents coming to the CEO and follow up on the execution of tasks allocated by the CEO to various staff and Heads of Departments.
• Schedule appointments, reservations and coordinate catering for meetings as requested.
• Coordinate and organise meetings, screen requests for meetings, synchronize and update office diary, record, distribute Management and Authority meeting minutes as required.

2. Organizing and prioritizing
• Receive and distribute incoming mail and faxes; review and evaluate mail to identify those items requiring priority attention of CEO.
• Receive and screen communications to CEO including telephone calls and email messages, and provide assistance using independent judgment to determine those matters requiring priority attention.
• Prioritize and facilitate responses from Department Heads and other staff.

3. Coordination/ Liaison
• Provide administrative assistance to CEO and act as key liaison with external parties.
• Work as a liaison with staff members to coordinate projects, calendars, special events, and occasional needs outside the office.
• Maintain and develop positive relationships with external institutions, business contacts and prominent business figures through effective communication. Respond to requests in a timely and professional manner, and keeping the CEO informed of any matters of significance.
• Maintain contact database.

4. Administrative support
• Coordinate travel arrangements; act as liaison in reserving travel arrangements for the CEO, the Authority and visiting dignitaries. Prepare detailed itinerary for each trip including car rental, hotel arrangements and maps if needed for all passengers (internal and external) and coordinate all schedules.
• Research and gather site specific information as needed for conferences and other business meetings.
• Draft responses as requested and provide word processing support including editing and proofing of documents for the CEO’s communications.
• Maintain an information management system for business and personal matters for the office of the CEO.
• Review and format reports for CEO on a need basis.
5. Special projects/ Miscellaneous
• Assist the CEO with various independent projects throughout the year as directed. Examples; Track professional or business projects, research and assist with any materials needed for Boards or committees CEO belongs to, organize and coordinate invitation lists for any related programmes, etc.
• Assist the Manager, Corporate Planning in writing speeches and presentations on various issues as requested.
• Assist the Manager, Corporate Planning in the production of annual reports of ERA and quarterly and annual sector performance reports to the Minister of Energy and Mineral Development.
• Work with other ERA Departments on projects as assigned.
• Supervise the Office Secretary and delegate the necessary assignments.
Requirement:

COMPETENCIES Minimum Education & Years of Experience

* Proficiency in handling confidential matters, diplomacy and professionalism in dealing with internal and external customers.
* Ability to work long hours and cope under pressure.
* Strong verbal and written communication and interpersonal skills.
* Excellent organizational skills, ability to work with minimum supervision and to be an effective team player.
* Proven ability to effectively plan ahead and to manage time and multiple priorities.
* Demonstrated ability to prioritize workload, meet deadlines and follow up on assignments with a minimum amount of direction.
* Strong computer skills: Outlook, power point, excel, word, internet.
* An Honours degree in Business Administration, Economics or other Management Related Studies and a Masters degree in Business Administration

or Economics.

* A minimum working experience of 4 years in a similar position in a regulated industry.
* Above 30 years and below 42 years

Salary and benefits

* The successful candidate shall be paid a competitive and all inclusive salary within levels of 5A of ERA staff salary scale.

Salary: - USD/month
How to apply:

How to Apply: Applicants should submit by recorded delivery their applications and enclose copies of:

* Detailed Updated CV plus copies of academic certificates
* Address (including day time telephone , fax or email) of the applicant
* Address (including day time telephone, fax or email) of three referees.

Addressed to:

The Director, Finance and Administrative Services Electricity Regulatory Authority Plot 15 Shimon Road P.O.Box 10332, Kampala.

To reach the above address by 21″ November, 2011.

Applicants who do not meet the above minimum requirements need not to apply. N.B: Members of Electricity Regulatory Authority or staff of ERA Secretariat shall not be accepted as referees.

Canvassing or any attempt at it will lead to immediate disqualification. ERA is an equal opportunities employer. If you do not hear from ERA within 2 months after the closing date, regard yourself as un successful applicant.