Administration Career Jobs – Executive Secretary at UEGCL

Organization:
Uganda Electricity Generation Company Ltd (UEGCL)
Duty
Station:
Kampala, Uganda
Reports to:
Chief Projects Officer
About UEGCL:
Uganda Electricity Generation Company Ltd was incorporated in March 2001
under the Companies Act, 2012 on the basis of the Public Enterprises Reform and
Divestiture Act, Cap 98 and Electricity Act, Cap 145.  UEGCL is wholly owned by the Government of
the Republic of Uganda. UEGCL’s key role is to – carry on the business of
electric power generation and sale within Uganda or for export to neighbouring countries;
build, operate and maintain Electricity Generation Plants; monitor the
operation and maintenance of its Concessioned Assets – Nalubaale and Kiira
Power Stations; provide Technical Support as and when required by the
Government of the Republic of Uganda through the Ministry of Energy and Mineral
Development; Implement Flagship Hydropower Plant Projects of Karuma (600MW) and
Isimba (183MW; organize, support, encourage and maintain training facilities in
technical and related fields, amongst others.
Job Summary:  The Executive Secretary will provide
Secretarial Services and Administrative support to the Chief Projects Officer
and other Heads of Divisions as need arises and occasionally to the Board of
Directors.
Key Duties
and Responsibilities: 
  • 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.
Qualifications,
Skills and Experience: 
  • 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.
How to
Apply:
All suitably qualified and interested candidates should send their
applications with copies of their academic documents and detailed CVs
indicating two referees and their full addresses physically to:
The Chief Executive Officer,
Uganda Electricity Generation Company Ltd (UEGCL),
3rd Floor, UEDCL Tower,
Plot 37 Nakasero Road P.O. Box 75831, Kampala. Uganda
Deadline:
Friday, 20th March, 2015 by 5.00 p.m.
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