Overview

The Secretary plays a vital role in ensuring the organisation runs smoothly by maintaining accurate records, including essential documents and minutes from shareholder meetings. This position supports effective communication and organisation, contributing to our mission of driving social impact in Uganda.

Responsibilities

1. Manage and organise all administrative tasks and documentation.
2. Coordinate meetings, including scheduling, agenda preparation, and minute-taking.
3. Maintain accurate records of donor communications and volunteer engagements.
4. Assist in the preparation of reports and presentations for stakeholders.
5. Support the execution of fundraising events and community outreach initiatives.
6. Ensure compliance with organisational policies and procedures.
7. Facilitate communication between team members and external partners.
8. Handle correspondence, including emails, phone calls, and mail.
9. Organise and maintain filing systems for easy access to information.

Interview questions to ask

1. Can you describe a time when you had to manage multiple administrative tasks simultaneously? How did you prioritise your work?
2. Imagine you are coordinating a meeting with various stakeholders who have conflicting schedules. How would you approach this situation to ensure everyone can attend?
3. What strategies do you use to keep accurate records of communications and engagements with donors and volunteers?
4. Can you share an experience where you assisted in preparing a report or presentation? What was your role, and how did you contribute to its success?
5. How would you go about supporting a fundraising event from start to finish? What specific tasks do you think are most crucial?
6. Describe a situation where you had to ensure compliance with organisational policies. What steps did you take to address it?
7. How do you facilitate effective communication between team members and external partners? Can you provide an example?
8. What methods do you use to handle correspondence efficiently? How do you ensure that nothing falls through the cracks?
9. Can you describe your approach to organising and maintaining filing systems? What tools or techniques do you find most effective?
10. How do you align your personal values with the mission of Little x Little? Why is this important for you as a Secretary?
11. What role do you believe a Secretary plays in fostering a positive team culture within a non-profit organisation?
12. Can you give an example of how you handled a challenging situation with a team member or stakeholder? What was the outcome?