Secretary Job Career – The Inter University Council for East Africa (IUCEA)

Job Title: Secretary
Organisation: The Inter University Council for East Africa
(IUCEA)
Duty Station:  Kampala, Uganda
Reports to: Principal Human
Resource and Administration
About IUCEA:
The Inter University Council for East Africa (IUCEA) is a strategic
institution of the East African Community (EAC) responsible for coordinating
the development of human resources and research in the region. IUCEA is located
in Kampala, Uganda. It is charged with a number of responsibilities, among them
being to coordinate higher education support systems in the EAC Partner States
( Burundi, Kenya, Rwanda, Tanzania and Uganda ), which include student and
staff exchange programmes, research support programmes, quality assurance, and
other higher education harmonization systems. The vision is for IUCEA becoming
an EAC strategic institution responsible for promoting, developing and
coordinating human resources development and research in the region. IUCEA
operates under the Inter-University Council for East Africa Act 2009.
Job Summary: The Secretary
will mainly offer secretarial services in IUCEA Divisions
Key Duties and
Responsibilities: 
  • Oversee office and secretarial services,
    such as typing and operating computers; checking typed work for
    correctness and proper layout; drafting letters and other correspondences
  • Maintain supervisor’s dairy and calendar
    and respond to correspondences as agreed by the supervisor
  • Quickly respond to and direct
    incoming/outgoing calls and mails;
  • Liaise with Registry in regards to
    incoming and outgoing mails/ correspondences
  • Arrange for timely requisition of office
    supplies and stores
  • Proactively facilitate information sharing
    between various Divisions/Units/Sections
  • Coordinate departmental functions with
    other offices/sections
  • Receive and attend customers/visitors and
    direct them appropriately
  • The Secretary will operate photocopier,
    fax machines and other office machines
  • Maintain good customer relations with
    Divisions/Units/Sections employees, customer and the general public
  • Arrange appointments and meetings as
    directed by the Supervisor
  • Create and maintain appropriate records
    and filing sub-system for the Office
  • Maintain and update names, addresses and
    telephones numbers of clients
  • Take dictation, transcribe and draft
    correspondence and memoranda etc.
  • Follow-up on deadlines, commitments made,
    actions taken and coordinate collection and submission of reports to the
    supervisor
  • Perform any other duties as may be
    assigned by the Management from time to time
Key Performance Areas:
  • Travel and office supplies records
  • Timely response to customers/visitors/
    employee enquiries/ needs
  • Office diary well maintained and updated
  • Draft responses to correspondences as
    agreed with the supervisor
  • Logs of appointments and meetings arranged
    and facilitated; filling sub-system for the Office in place
  • Incoming and outgoing correspondences
    registered
Qualifications, Skills and
Experience: 
  • The ideal candidate should hold an ‘O’
    Level Certificate in addition to a Diploma in Secretarial Studies and Certificate in
    Computer Studies covering Microsoft Office
  • A minimum of five years’ experience, with
    minimum one year of experience managing a departmental Office
  • Skills in typing of at least 40 wpm and
    shorthand 60 wpm are necessary
  • Excellent communication skills with good
    command of English and Kiswahili, outgoing, interpersonal relations and
    customer oriented.
  • She/he should be a team player, proficient
    in the use of computer application packages and able to withstand pressure
    of work.
How to Apply: 
The applicant should prepare 6 copies using the EAC Format, see
here
, which should be submitted together with curriculum vitae, copies
of both academic and professional certificates and testimonials, names and
addresses of three referees, and day time telephone/cell phone numbers, quoting
the reference number of the position on the envelope. The complete applications
can be sent by registered mail, by hand or courier and dispatched to the
undersigned.
Executive Secretary Inter – University Council for East Africa 3rd
Floor,
East African Development Bank Building Plot 4 Nile Avenue,
P.O. Box 7110, Kampala, Uganda.
Deadline: 15th June 2014 by 5pm
NB: If you do not hear
from us by 31st July 2014, please consider yourself not successful.
Only
short-listed candidates will be contacted.
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