The Ugandan Jobline

• Developing strategies to maintain proper
  records of project staff, equipment, furniture and other assets
• Designing mechanisms to manage efficiently
  and effectively meeting arrangements
• Formulating strategies to manage properly
  all forms of communications (emails, letters telephone calls etc) and
  correspondences related to projects and the department
• Developing strategies for proper and user
  friendly filing and document control system for recording and tracking of
  all documents for the project team and TVET related activities
• Manage formal correspondences, telephone
  calls, emails and other correspondence on behalf of the entire project
  team;
• Manage meetings including correspondence
  with potential partners; room bookings, coordinating catering
  requirements, preparing of logistics, typesetting of presentation material
  and supporting of presenters;
• Provide full secretarial and
  administrative support to the project team related activities to ensure
  the smooth running of the project operations
• Update and maintain records of project and
  assist in their movements internally and externally
• Maintain an inventory of project
  equipment, furniture and other assets and ensure their proper custody
• Take minutes of meeting and maintain
  records for the operations and project team and coordinate follow up action
• Develop and maintain document control
  systems for the efficient project management
• Maintain a proper and user friendly filing
  and document control system for recording, easy retrieval and tracking of
  all documents for the project related activities
• Assist the project team in daily
  administrative roles and assist to keep stock of stationary supplies for
  the projects
• Perform data-entry, recording, printing
  and filing duties
• Coordinate travel arrangements inclusive
  of air-ticketing, booking of hotel accommodation, visa arrangements,
  claims for any member of the project team;
• Offer support in checking and verification
  of staff claims and invoices for project team
• Prepare and raise purchases requisition
  for purchase of office equipments for new staff and replacement of old
  office equipment
• Perform any other duties assigned from
  time to time by the Project Coordinator

• The ideal candidate for the World Bank
  Project Secretary and Administrator job placement should hold a Bachelors’
  Degree in Secretarial Studies, Business Administration, Management or
  equivalent qualifications.
• A minimum of six years’ experience, three
  of which should have been in project secretarial, management/
  administrative responsibilities with a reputable organization.
• Demonstrated experience of working on
  confidential matters
• Computer literacy i.e. proficiency in
  using Microsoft Outlook, Word, Excel and PowerPoint
• Impeccable level of integrity

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