-Handling executives' requests and queries appropriately.
-Maintaining up to date mailing lists and contact details of members, donors, and other relevant UCS partners and stakeholders.
-Undertaking the tasks of receiving calls, take messages, routing correspondence.
-Reading and analyzing incoming memos, submissions, and distributing them as needed.
-Provide general support to visitors.
-Support the planning and preparation of all UCS related meetings, including Director General Meetings, Board members meetings, staff meetings and other meetings with externals.
-Maintain diary, arrange meetings and appointments and provide reminders.
-Take detailed minutes of the meetings and following up the implementation of the decisions.
-Ensure the timely delivery of logistics support services to all UCS departments.
-Order office supplies and research new deals and suppliers.
-Maintaining office equipment as needed.
-Ensure that UCS offices are kept clean and tidy.
Services related to member societies:
-Follow-up requests and needs of member associations with the relevant departments and the Director-General.
-Assist in collecting data from members and maintaining structured monitoring and reporting mechanisms.
-Responsible for tracking and collection of membership fees.
-Assist in developing and maintaining a calendar of upcoming events that can be shared among UCS members and stakeholders.
-Arranging for a reception ceremony for UCS important visitors.
-Ensure that invitations are sent to institutions and individuals for the UCS's events and published on Website and social media in cooperation with media officer.
-Develop and carry out an efficient documentation and archiving system of all UCS documents.
-Ensure safe and efficient transport of staff.
-Book travel arrangements.
-Produce reports, presentations and briefs.
-Assist in the preparation of regularly scheduled reports.
Basic Financial tasks:
-Responsible for petty cash payments ensuring that the cash payments are correctly recorded in cashboxes and cash count is conducted on daily basis.
-Maintaining supply inventory.
-Any other duties and responsibilities assigned by the UCS that are within the incumbent’s expertise and experience.