Executive Assistant to SMT

Executive Assistant to SMT

Country/Region: Uganda

Location: Kampala

Organization: Save the Children International

Join us to lead sustainable change for children:

• Be part of a GLOBAL and DIVERSE technical community
• Get EXPOSURE in many different contexts
• Test and scale up INNOVATIVE SOLUTIONS
• Influence policies that affect MILLIONS OF CHILDREN

OVERVIEW

Are you passionate about being an advocate for children? Do you want to use your expertise to bring about lasting change for children and be a part of an inspiring, dynamic global movement?

THE ROLE

The Executive Assistant to Senior Management Team (SMT) offers professional, executive and expert administrative/secretarial support services the SMT and its individual members. The position oversees the daily running of the Kampala office complex, ensuring externally contracted services are providing adequate support. He/she supports the administration of the CO through handling all incoming bills for payments of utilities, residence, telecommunications, etc. The position provides overall support (travel, visa, accommodation, in-country logistics) to international visitors and supports (inter)national conferences/workshops organized by the CO.

The Executive Assistant will also take on any other critical tasks as and when assigned, to facilitate the SMT in delivering their work effectively.

The Executive Assistant to SMT acts as the Child Safeguarding Focal point for the Kampala office.

Sounds interesting? Read more below

KEY AREAS OF ACCOUNTABILITY:

• Manage the diary and weekly schedule of the SMT and CD for all official duties and visits, coordinating where necessary with staff.
• Offer secretarial services, support and minute-taking for weekly and monthly SMT meetings, as well as quarterly ESMT meetings.
• Ensures write up and correction of all official correspondences to be signed by the CD, ensuring accuracy of content, spelling, general presentation and brand compliance.
• Handle all bills for payments to include, telephone, garbage collection, water, electricity, residence bills, among others.
• Maintain and update information on Save the Children visitors, ensure they are adequately supported in travel, pre-departure information, accommodation, visa and logistics and update staff as necessary.
• Provides day to day supervision of the externally contracted team of office cleaners and oversees other externally contracted services when required.
• Ensure full time availability of office consumables and cleaning supplies for the Kampala country office and monitor to ensure timely replenishment.
• Assist the SMT, especially the CD in organizing their administrative workload, recommending items to be dealt with in order of priority, and ensuring timely responses within required timelines.
• Handle all confidential correspondence with discretion and confidentiality.
• Ensure the maintenance of clear and effective filing, records, and other systems for key correspondences.
• Maintain a high degree of confidentiality regarding any SMT information accessed by virtue of this position.
• Timely prepare and process the monthly prepaid airtime and CUG for all staff.
• Coordinate and support effective planning for SMT travels, accommodation and transport (both vehicles and flights).
• Support in processing per Diems (in/out of the country) and any other claims for the SMT members and expatriate staff.
• Provide support to expatriates for their temporary accommodation and permanent residence dentification and maintenance.
• Prepare/review corporate agreements for tenancies, amongst others.

To be a strong supporter and advocate for children in this role you will need to have,

QUALIFICATIONS

• 5 years in a secretarial job, of which at least two should have been as a Personal or Executive Assistant.
• Highly computer literate (MS Office) and agile in use of other electronic equipment (fax, internet, scanner, photocopy) etc.
• A Bachelor's degree in Business Studies, Business Administration, Secretarial Studies, or related field.
• Excellent time management and planning capacity.
• Highly developed interpersonal and communication skills.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities
• Highly computer literate (MS Office) and agile in use of other electronic equipment (fax, internet, scanner, photocopy) etc.
• Ability to troubleshoot as necessary,
• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

• The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures. Child Safeguarding:
• We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. Health and Safety
• The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures. Fraud, Bribery, and Corruption
• Ensure necessary and appropriate steps to prevent fraud, bribery, and corruption within your areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure.

Application Information:

Please apply using a cover letter and up-to-date CV as a single document not exceeding 5mbs to https://hcri.fa.em2.oraclecloud.com. Please also include details of your current remuneration and salary expectations.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Application closes on March 7, 2026, at midnight Uganda time.

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent, persons with disabilities and female candidates are encouraged to apply.

Disclaimer: Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents.

OUR DIVERSITY BELIEF

Save the Children International is committed to create a truly inclusive, effective and representative organisational culture, encouraging equity and diversity among its employees and eliminating unlawful discrimination. We want our people to be truly representative of all sections of society. Having a diverse profile of employees, different age groups, backgrounds, cultures, disabilities, gender identities and expressions, sexual orientation etc., including a range of different experiences and capabilities helps us understand, represent and serve our beneficiaries better. We are guided by our values in everything we do, and recognise that being a diverse and inclusive employer helps us fulfil our responsibility to make a difference for children around the world.