The Ugandan Jobline

• 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

• 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

• 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.

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