The Ugandan Jobline

Job Title:        Administrative Assistant (No
Degree Jobs)

Organisation: Uganda
Prisons Service

Funding Source: United States Center for Disease Control and Prevention (CDC)

Duty Station: Kampala,
Uganda

Reports to: Finance
and Administration Officer

About US:

The Uganda Prisons
Service has received support from the Center for Disease Control and Prevention
(CDC) to provide comprehensive HIV/AIDS, STI and TB services to prisoners and
its staff. The project that spans the period 1st April, 2015 to 31st March, 2020
is being implemented by the Uganda Prisons Health Services Department. The
success of these programs requires high-quality contract management and
understanding of all aspects of program reporting and evaluation with
demonstrable outcomes.

Job Summary:   The Administrative
Assistant will provide support services to managers, other employees and
clients/visitors by handling a variety of clerical and administrative tasks and
providing polite, helpful and positive presence for ensuring that all
interactions between CDC and other organisations are positive and productive.

Key Duties and Responsibilities: 

·        
Handling
office tasks, such as filing, generating reports and presentations, setting up
for meetings, availing time sheets, mail management and reordering supplies.

·        
Providing
real-time scheduling support by booking appointments and preventing conflicts.

·        
Organising
meeting venues and travel arrangements such as booking cars and making hotel
and restaurant reservations.

·        
Screening
phone calls and routing callers to the appropriate party.

·        
Using
computers to generate reports, transcribe minutes from meetings, create
presentations, and conduct research.

·        
Managing
reception or front-desk tasks of attending to visitors / clients.

·        
Maintaining
polite and professional communication via phone, e-mail, and mail.

·        
Handling
office cleaning.

·        
Performing
any other duties as assigned from time to time.

Qualifications, Skills and Experience: 

·        
The
applicant must be a non-graduate Ugandan and in possession of the following:

·        
Uganda
Advanced Certificate of Education (UACE) PLUS

·        
Certificate
in any one of the following disciplines: computer applications, office
management, leisure and hospitality management, public relations and customer
and any other relevant disciplines.

·        
Diploma
in any one of the above relevant disciplines is desirable.

·        
Prior
relevant administrative working experience will be an added advantage.

·        
This
position requires a versatile, multi-tasker and dedicated person with high
levels of upbeat attitude, resilience, politeness, proactiveness, alertness,
innovativeness, creativity, ethics and integrity capable of performing a
variety of clerical and administrative tasks in meeting the needs of clients in
order to ensure their seamless and positive experience with CDC.

·        
Effective
communication (public speaking and report writing) skills;

·        
Planning,
organizing and coordinating skills;

·        
Team
work and results-orientation;

·        
Excellent
public relations and customer care – having a genuine desire to be polite and
responsive or meeting the needs of others and creating a positive experience
for others;

·        
Concerns
for quality and results – attention to detail and accuracy;

·        
Ability
to work in a multi-cultural environment;

·        
Effective
time-management skills

·        
Proficiency
in the use of Microsoft Office products (Word, Excel, PowerPoint)

·        
Ability
to effectively use office equipment such as computers, photocopiers etc

How to Apply:

All candidates who
meet the above requirements should submit their applications together with the
curriculum vitae and contacts of two referees to the following address;

The Commissioner
General of Prisons,

Uganda Prisons
Service,

Plot 3 Siad Barre
Road, Century Building,

P.O. Box 7182, Kampala.
Uganda

Deadline: 22^nd November, 2019

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