2 Fresher Records Assistant Job Vacancies – Office of the Prime Minister (OPM)

Job Title:    Records Assistant (2
Fresher Job Vacancies)

Organization: Office
of the Prime Minister (OPM)

Duty Station: 
Kampala and Hoima, Uganda

Reports to:
Refugee Desk Officer

Reference Number: Kampala (KA/005/2019) and Hoima HO/003/2019

About US:

The Office of the
Prime Minister (OPM) is the Leader of Government Business in Parliament and
responsible for the coordination and implementation of Government Policies
across Ministries, Departments and other Public Institutions.

Job Summary:  The Records Assistant will provide clerical
assistance to the immediate supervisor to ensure proper recording of all
incoming and outgoing correspondence as well as maintenance of central files
and records within the office. S/he will receive regular guidance and instructions
from his/her supervisor. As per specific instructions, the incumbent may
require liaising with other internal or external entities, to ensure effective
delivery of services and achievement of objectives. The nature of certain tasks
requires discretion and confidentiality as per OPM/DOR standards and practices.
The incumbent workload and the assignments will remain under constant scrutiny
and direction of the supervisor.

Key Duties and Responsibilities: 

  • Receive record and forward incoming correspondence and manage its
    proper distribution to the responsible officer
  • Work closely with external contacts following up on official
    documentation with Government, Embassies and Consulates to ensure proper
    delivery of documents and timely action
  • Ensure dispatch of outgoing mail to respective destinations through
    courier services or other means of dispatch.
  • Draft routine correspondence, and respond to queries relating to
    area of responsibility
  • Ensure that an orderly and systematic filing system is maintained in
    Registry for efficient and timely retrieval of files
  • Ensure the general maintenance and smooth running of the Registry,
    i.e. physical arrangement, cleanliness and security
  • May be required to provide clerical and administrative support by
    stocking and supplying stationery, receive and dispatch of external and
    internal office pouches and handle all official documentation.
  • Operate office equipment such as photocopiers and computers
  • Any other duty assigned by the supervisor.

Qualifications, Skills and Experience: 

  • Applicants should be holding either a Degree in Records Management
    or Library and Information from a recognised University.
  • At least two years of related work experience
  • Age: 23 – 45 years

How to Apply:

Applications are
invited from qualified Ugandan Nationals to fill the under listed vacant
positions available at Arua Refugee Desk, Adjumani Refugee Desk, Hoima Refugee
Desk, Mbarara Refugee Desk and Kampala Refugees Department Head Office.
Handwritten application letters be addressed to the Permanent Secretary Office
of the Prime Minister, P.O. Box 341, Kampala. Uganda

All application
letters should include personal contact addresses e.g. phone contacts, e-mail
addresses, and a recent passport photograph of the applicant and indicate three
referees. The applicant should be a person of high moral character and
integrity, willing to work in remote rural settlements.

All applicants must
quote the Reference Number of the post advertised (Check top of the advert),
indicate the reference number on the top left hand side corner of the
application letter’s envelop, seal it and submit their application letters to
the Human Resource Office, Open Registry 3rd Floor, Office of the Prime

Deadline: 31st May 2019 by 5:00pm

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