World Bank Project Secretary and Administrator Job Placement – Ministry of Education, Science, Technology and Sports

Organization: Ministry of
Education, Science, Technology and Sports
Funding Source: World Bank
Duty Station: Kampala,
Reports to: Project
Coordinator (PC)
About US:
The Government of Uganda through Ministry of Education and Sports has
received – a credit from the World Bank/ International Development Association
(IDA) as support towards the implementation of skills development projects.
These projects include; Albertine Region Sustainable Development Project
(ARSDP) which covers Skills Access and Upgrade for Uganda Skills Development
Project (USDP). Overall oversight and guidance of projects’ components
implementation lies with the Ministry of Education and Sports coordinated and
supported by a project coordination unit with a number of specialists already
in place. The Government of Uganda also provides counterpart funding to support
activities of these projects.
Job Summary: The Project
Secretary and Administrator will co-ordinate and provide secretarial
administrative support to the Coordinator and project teams.
Key Duties and
  • Developing strategies to maintain proper
    records of project staff, equipment, furniture and other assets
  • Designing mechanisms to manage efficiently
    and effectively meeting arrangements
  • Formulating strategies to manage properly
    all forms of communications (emails, letters telephone calls etc) and
    correspondences related to projects and the department
  • Developing strategies for proper and user
    friendly filing and document control system for recording and tracking of
    all documents for the project team and TVET related activities
  • Manage formal correspondences, telephone
    calls, emails and other correspondence on behalf of the entire project
  • Manage meetings including correspondence
    with potential partners; room bookings, coordinating catering
    requirements, preparing of logistics, typesetting of presentation material
    and supporting of presenters;
  • Provide full secretarial and
    administrative support to the project team related activities to ensure
    the smooth running of the project operations
  • Update and maintain records of project and
    assist in their movements internally and externally
  • Maintain an inventory of project
    equipment, furniture and other assets and ensure their proper custody
  • Take minutes of meeting and maintain
    records for the operations and project team and coordinate follow up action
  • Develop and maintain document control
    systems for the efficient project management
  • Maintain a proper and user friendly filing
    and document control system for recording, easy retrieval and tracking of
    all documents for the project related activities
  • Assist the project team in daily
    administrative roles and assist to keep stock of stationary supplies for
    the projects
  • Perform data-entry, recording, printing
    and filing duties
  • Coordinate travel arrangements inclusive
    of air-ticketing, booking of hotel accommodation, visa arrangements,
    claims for any member of the project team;
  • Offer support in checking and verification
    of staff claims and invoices for project team
  • Prepare and raise purchases requisition
    for purchase of office equipments for new staff and replacement of old
    office equipment
  • Perform any other duties assigned from
    time to time by the Project Coordinator
Qualifications, Skills and
  • The ideal candidate for the World Bank
    Project Secretary and Administrator job placement should hold a Bachelors’
    Degree in Secretarial Studies, Business Administration, Management or
    equivalent qualifications.
  • A minimum of six years’ experience, three
    of which should have been in project secretarial, management/
    administrative responsibilities with a reputable organization.
  • Demonstrated experience of working on
    confidential matters
  • Computer literacy i.e. proficiency in
    using Microsoft Outlook, Word, Excel and PowerPoint
  • Impeccable level of integrity
How to Apply:
All suitably qualified and interested candidates should send their
applications to the following address;
Commissioner Human Resource Management,
Ministry of Education, Science, Technology and Sports,
4th Floor, Room 10,
Embassy House
P.O. Box 7063 Kampala, Uganda.
Deadline: 30th
September 2016 by 17:00 Hrs

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