The Ugandan Jobline

• Component 1: Supporting training activities
  that lead to improved productivity and competitiveness in the formal and
  informal sectors, hereby creating new income opportunities
• Component 2: Providing funding primarily for
  the improvement of the quality and relevance of existing skills systems
• Component 3: Prioritising innovative new
  approaches to skills development with special attention to micro and small
  enterprises.

• Answer telephones and give information to
  callers, take messages, or transfer calls to appropriate individuals,
  Answer enquiries in form of telephone or email and providing general
  information. Assist in making outgoing calls when requested by other
  staff.
• The jobholder will receive, and direct
  stakeholders/visitors to appropriate Officer.
• Receive and sort mails, collecting and
  distributing mails to respective offices. Confirm receipt of mails or
  documents
• Keep the reception tidy
• Responsible for photocopying and filling and
  maintaining attendance register.
• Arrange travel reservations for office personnel.
• Schedule and confirm appointments for
  clients, customers, or supervisors.
• Set up and maintain paper and electronic
  filing systems for records, correspondence, and other material.
• Take dictation in shorthand and transcribe
  information.
• The incumbent will operate electronic mail
  systems and coordinate the flow of information both internally and with
  other organizations.
• Operate office equipment such as fax
  machines, copiers, and phone systems
• Handle the matters of general office
  administration and staff matters and administer daily office operations
  and coordinate logistic requirements
• The incumbent will coordinate and organize
  meetings including venues, facilities, document preparation and catering
  and ensure preparation of attendance register for participants in
  workshops or conferences
• Offer support in drafting, editing and
  finalizing reports and correspondences. Prepare, type, and distribute
  meeting notes, routine correspondence, and reports.
• Ensure that all documents, correspondences
  are appropriately and securely filed.
• Support the Project Manager to formulate and
  implement/administer Human Resource procedures, and monitor their
  effectiveness.
• Develop and implement performance management
  system for the Project support staff Follow-up all service contracts e.g.
  security services, cleaning services etc under the PCU to ensure that they
  are implemented in accordance with the terms therein, and renewed on time.
• Support the Project Administrator to identify
  and rationalize career and training opportunities/needs for project staff.
• Ensure all Human Resource data types and
  reports are continually kept up-to-date.
• Carry out any other duties incidental to the
  above as may be assigned by the Project Coordinator from time to time.

• Well Maintained staff files and office
  records that are complete and accurate
• Workshops, conferences and meetings are well
  coordinated
• Report on Tasks accomplished indicating
  deadlines.

• The applicant for the World Bank SDF Project
  Administrator vacancy should hold an honours bachelors’ degree in
  Administrative & Secretarial Science, Social Sciences, development
  studies, Business Administration, Management or a related field.
  Possession of a postgraduate qualification in human resource management,
  project planning & management, business administration,
  stores/logistics management, secretarial is an added advantage.
• Be knowledgeable in modern Office systems and
  must be computer literate.
• Familiar with efficient working environment
  where targets must be met timely, and there may need to work long hours;
  for example under a Donor funded project Coordination/Implementation unit.
  
• Excellent communication, negotiation and
  interpersonal skills.
• Ability to plan, organize, solve problems,
  implement, monitor and evaluate tasks and to deliver outputs to meet required
  deadlines; ability to relate well with a multiplicity of stakeholders;
  self-motivated and team worker, and of demonstrable and unquestionable
  level of integrity.
• Proven ability to work with minimal
  supervision.
• Excellent drafting, report writing and
  communication skills
• Proven ability to organize and prioritize
  workloads, meet deadlines and targets.
• Ability to work as a team leader/team member.
• Computer literacy skills i.e. working knowledge
  of Microsoft Office, email and Internet is essential
• Must have a typing speed of at least 40 words
  per minute.
• High degree of integrity and confidentiality
  in handling public resources and in executing duties as demonstrated by the
  letters from the referees

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