13 Personal Secretary /Personal Secretary (Special Grade) Job Opportunities – Ministry of Public Service

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Organisation:  Ministry of Public Service
Duty Station: Kampala,
Uganda
Ref. No.: HRM 77/266/02
VOL.5
Salary Scale: Uganda
Government Scale U4
Reports to: Senior Personal
Secretary
About US:
The Public Service Commission was established under the provisions of
Article 165 (1) of the 1995 Constitution. The Public Service Commission has a
mission “To provide Government with employees of the right caliber, in right
numbers, placed in the right jobs at the right time.”
Key Duties and
Responsibilities:  
·        
In
charge of drawing up and monitoring programmes, activities and
appointments in conjunction with relevant officers.
·        
Taking
dictation, transcribing and presenting accurate and error free work.
·        
Cordially
attending to callers, either in person or on telephone.
·        
Ensuring
timely responses to inquiries and correspondences to and from the office.
·        
In
charge of receiving incoming mail and supervising the dispatch of outgoing
mail.
·        
Responsible
for organizing meetings, taking minutes and conveying decisions of such
meetings to the relevant officers/offices.
·        
Ensuring
that relevant documents for meetings and speeches are produced on time
and properly organized.
·        
In
charge of drafting letters of routine nature.
·        
Providing
Office Managerial Services which include: ensuring cleanliness and orderliness
of the office, managing records in accordance with established security
and records management procedures, requisitioning and managing office
stationery and equipment, requisitioning and managing office stationery and
equipment, requisitioning and managing office stationery and equipment,
supervising the secretarial and support personnel for the office, responsible
for professional development of secretarial staff in the Ministry/Department
·        
Perform
any other duties as may be assigned from time to time.
Qualifications, Skills and
Experience: 
·        
The applicants should be Ugandans holding: either an Ordinary Level Certificate
with at least two (2) Credits including English Language and 3 passes, UNEB
Certificate or Diploma in Secretarial Studies or equivalent qualifications from
a recognized Institution with the following subjects: Business Communication
Stage III, Typewriting Stage III (50 WPM), Shorthand Stage II (80/90 WPM),
Office Management and computer skills using several packages like Word
Processing, Spread Sheets and Database Management.
·        
Possession of qualifications and skills in
Principles of Accounts II, Economics II or Commerce II, certificate in Public Relations
and knowledge of using various office machines like fax, photocopiers and audio
equipment shall be an added advantage.
OR:
·        
A Bachelor’s Degree in Secretarial Studies
(B.SES) or its equivalent from a recognized University/Institution.
·        
At least three (3) years working experience
served at the level of Stenographer Secretary in Government or equivalent level
of experience from a reputable organization.
·        
Possession of knowledge of using various office
machines like fax, photocopiers shall be an added advantage.
·        
Age: 22 years and above
How to Apply:
Applications are invited from suitably, qualified, serving Public
Officers in Ministries/Departments/Agencies and Local Governments to fill the
following vacant posts. Please fill in the Application Forms/Public Service
Form No.3 (2008), download
here, in triplicate and PSC Summary Form (one form), download
here and send to the Secretary, Public Service Commission, P. O. Box
7080, Kampala. Uganda
The Application and Summary Forms are also obtainable from the Public
Service Commission
Office, 2nd Floor, Farmers House, Parliament Avenue, Kampala or
Ministries/Departments and District Service Commission Offices. Hand written
applications are also acceptable. The Application forms should bear the title
of the post followed by the Reference Number specified against the vacancy. The
appropriate Advert Title e.g. “PSC Internal Advert. No. 3/2016” should be
clearly indicated on the top of each first page of the Application Form No. 3
(2008). Applicants should attach three sets of photocopies of their
certificates and testimonials. Applicants subsequently shortlisted for oral
interviews shall be required to present certified copies and original of their
academic transcripts and certificates at the time of sitting the Oral
Interviews.
Applicants should attach three (3) recent certified passport size
photographs and should apply for a maximum of only two (2) posts clearly
indicating the first and second choice against the post applied for.
Deadline: 21st December, 2016
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