Administrative Secretary Career – National Planning Authority (NPA)

Organisation: National Planning Authority (NPA)
Duty Station: Kampala, Uganda
Reports to: Deputy Chairperson and Authority Members
Salary Scale: NPA-OS-6
About NPA:
The National Planning Authority (NPA) was established by an Act of
Parliament No.15 of 2002 in compliance with article 125 of the Constitution of
the Republic of Uganda (1995). Accordingly NPA is the principal statutory
agency responsible for the management of national and decentralized development
planning in Uganda. The primary function of the Authority is to produce
comprehensive and integrated development plans for the country elaborated in
terms of the perspective Vision, Long and Medium-term Plans.
Job Summary: The jobholder will mainly be responsible for providing
administrative support to the NPA offices of the Deputy Chairperson, Authority
Members and conducting the day today management of the offices.
Key Duties and
Responsibilities: 
  • Manage visitors to and out of the Deputy Chairpersons
    and Authority Members offices
  • Manage appearance of and order in the
    office of the Deputy Executive Chairperson including ordering replacement
    of furniture & equipment
  • In liaison with cleaners ensure that the
    offices under her / his control are regularly cleaned and well arranged
  • Make sure comfortable sitting and waiting
    for incoming visitors to Deputy chairpersons and Directors office
  • Directing visitors to appropriate action
    officers
  • Answer calls, take electronic messages,
    direct calls
  • Carry out word processing and formatting
  • Stand in for Senior Administrative Secretary
    in case of need
  • Opening up and maintaining the required
    manual and electronic files / folders in the office of the Deputy
    Chairperson and Authority Members
  • Directing to action points the Authority
    Official email address incoming mail / information
  • Ascertain meeting & workshop venues
    for meetings conducted by the Deputy Chairperson and Authority Members
  • Ascertain the scheduled times and calendar
    dates
  • Write correspondences and take minutes on
    request and Write reports on request
  • Circulate agendas, programs and action
    points to relevant officers
  • Liaise with administration in preparation
    of required logistics or refreshments for meetings as needed
  • Making requisitions for Deputy chairperson
    or Authority Member as requested
  • Work in liaison with travel agents and
    liaising with administration in the processing of visas for Deputy
    Chairperson and Authority Members offices
  • Confirming departures, stopovers and
    arrivals as communicated by travelling member
  • Keeping safely keys and passwords/
    avoiding un authorized access
  • Reporting faults on office equipment to or
    responsible person
  • Arranging the equipment and furniture in
    office of the Deputy Chairperson and Authority Members offices in an
    appeasing order
  • Perform any other lawful duties as
    assigned by the Deputy Chairperson, Authority Members
Key Performance Indicators:
  • Conducting high profile reception to the
    office of the Deputy Chairperson and Authority Members
  • Keeping up to date appointments of the
    Deputy Chairperson and Authority Members
  • Managing electronic and Manual records and
    information enroot office of the Deputy Chairperson and Authority Members
  • Taking and typing minutes of meetings
  • Ensuring that the offices of the Deputy
    Chairperson and Authority Members are clean and well arranged.
  • Ensure maintenance, update and Security of
    files in offices under her / his control
  • Coordinating meetings where the office of
    the Deputy Chairperson and Authority Members are involved
  • Handling internal and External
    correspondences enroot the office of the Deputy Chairperson and Authority
    Members
  • In liaison with the Senior Administrative
    Officer coordinate processing of documents and other requirement for
    foreign travels
  • Ensure safety of Equipment, Furniture and
    Records under control of the Deputy Chairperson and Authority Members
    Offices
Qualifications, Skills and
Experience: 
  • The Administrative Secretary should hold
    an Honors degree; in Secretarial studies, Administrative and Secretarial
    Studies, Bachelor of Office and  Information
    Management or equivalent but relevant degree from a recognized University.
  • Computer literacy skills i.e. Knowledge in
    Microsoft Office or a similar set of computer application packages.
  • High profile demonstrated and varied
    experience and substantive knowledge of at least Six (6) years as
    administrative Secretary or similar work in a reputable
    development-oriented institution / organization involving management and
    administration of cross-functional activities
  • Possession of a Post graduate
    qualifications in relevant field is an advantage
  • Certification in fields relevant to the
    job preferred 
Age: 28-45 years.
How to Apply:
All interested candidates are encouraged to send their applications
which should be addressed to: The Executive Director, National Planning
Authority, P.O.BOX 21434 Kampala Uganda; Planning – House Plot 17B Clement Hill
Road (Clearly indicating on the top right corner of the envelope the position
applied for). The following should be attached in duplicate; application
letter, certificates and Transcripts, detailed curriculum vitae clearly
including and indicating- phone contacts, and other details. The positions
shall remain open until when they will be filled
Note:
  • The preferred method of applications
    delivery is physical delivery through the NPA Front Desk / Reception.
    However, candidates using post office should  post early enough to avoid late
    deliveries and receipts beyond the closing date
  • Shortlisted candidates shall be notified
    through their email addresses and phone contacts indicated on the
    application or CV.
  • Unless the probationary period is waived
    by the appointing authority, the successful candidates will be offered a
    three year contract with probationary appointment(s) of 6 months
Deadline: 29th August, 2014
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