The Ugandan Jobline

• Maintain an orderly and well organized office
• Coordinate and facilitate some activities of
  the office and company including Board and Top Management Meetings,
  Divisional Meetings, Workshops, Conferences, make travel and accommodation
  arrangements and maintain a diary.
• Read and analyze incoming memos, submissions,
  and reports in order to determine their significance and plan their
  distribution.
• Open, sort, and distribute incoming
  correspondence, including faxes and email.
• File and retrieve corporate documents, records,
  and reports.
• Handle Visitors appropriately with good
  customer care.
• Responsible for managing petty cash and make
  accountabilities.
• Process all correspondences and draft
  appropriate responses.
• Update and maintain electronic software of
  tracking correspondence for ease of location.
• Perform general office duties such as ordering
  supplies, maintaining records management systems, and performing basic
  bookkeeping work.
• Attend meetings in order to record minutes.
• Actively coordinate and direct office services,
  such as records and budget preparation, personnel, and housekeeping, in
  order to aid executives.
• Meet with individuals, special interest groups
  and others on behalf of executives, committees and boards of directors.
• Ensure safe custody and delivery of
  confidential documents both official and personal.
• Manage and maintain executives’ schedules.
• Actively participate in the budget process of
  the company.
• Prepare invoices, reports, memos, letters, and
  other documents, using word processing, spreadsheet, database, and/or
  presentation software.
• Set up and oversee administrative policies and
  procedures for offices and/or organizations.
• Keenly track of all projects and programs in
  the company.
• Perform any other duties assigned to you by
  your supervisor.

• The Executive Secretary should possess a good
  degree in secretarial studies or arts related field.
• At least five (5) years’ experience as a
  personal secretary to a senior manager of a reputable organization.
• High level of integrity and confidentiality
• Excellent planning, organizing, follow-up, and
  feedback skills
• Excellent interpersonal skills
• Be a good team player
• Decision making skills and ability to work
  independently
• Excellent communication and report writing
  skills
• Excellent computer skills in MS Office
• Discretion and good judgement skills
• Organizational and management skills
• High personal initiative to explain UEGCL
  Vision and Mission, and Strategic Direction to our visitors
• Tactical and communication skills in dealing
  with different people.
• The Executive Secretary will have to manage a
  number of requests and situations at one time.
• Stress may be caused by the need to complete
  tasks within tight deadlines.
• The Secretary should use initiative to ensure
  travel arrangements not done well are corrected.

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