Job Title: Personal Secretary
Organization: Petroleum
Authority of Uganda (PAU)
Authority of Uganda (PAU)
Duty Station: Kampala, Uganda
Reports to: Executive
Assistant
Assistant
About Us:
The Petroleum Authority of Uganda (PAU) has been put in place as
recommended in the National, Oil and Gas policy of Uganda and in accordance
with Section 9 of the Petroleum (Exploration, Development and Production) Act
2013. The mandate of the PAU is to regulate the oil and gas sector in Uganda
including ensuring that petroleum operations in Uganda are carried out in
accordance with the relevant laws, regulations, guidelines, statutes and in
line with international petroleum industry best practice.
recommended in the National, Oil and Gas policy of Uganda and in accordance
with Section 9 of the Petroleum (Exploration, Development and Production) Act
2013. The mandate of the PAU is to regulate the oil and gas sector in Uganda
including ensuring that petroleum operations in Uganda are carried out in
accordance with the relevant laws, regulations, guidelines, statutes and in
line with international petroleum industry best practice.
Job Summary: The Personal Secretary will provide
professional, Secretarial and administrative support in the office of the
Executive Director (ED) and ensure efficient and effective planning, directing,
managing and coordination of the day-to-day activities. The incumbent will also
ensure the provision of personalized secretarial and administrative support in
a well-organized and timely manner and on a variety of tasks related to the
ED’s office.
professional, Secretarial and administrative support in the office of the
Executive Director (ED) and ensure efficient and effective planning, directing,
managing and coordination of the day-to-day activities. The incumbent will also
ensure the provision of personalized secretarial and administrative support in
a well-organized and timely manner and on a variety of tasks related to the
ED’s office.
Key Duties and
Responsibilities:
Responsibilities:
·
Organize facilities for meetings/workshops or
official events in support of the ED’s activities including booking venues,
planning for and providing logistics like equipment, stationery, refreshments,
and other facilitation for all activities.
Organize facilities for meetings/workshops or
official events in support of the ED’s activities including booking venues,
planning for and providing logistics like equipment, stationery, refreshments,
and other facilitation for all activities.
·
The incumbent will develop and maintain an
up-to-date contact list for the ED’s business engagements
The incumbent will develop and maintain an
up-to-date contact list for the ED’s business engagements
·
Serve as the first point of contact for the ED’s
visitors and ensure provision of good service to them
Serve as the first point of contact for the ED’s
visitors and ensure provision of good service to them
·
Requisitioning for and managing the ED’s office
stationery and equipment.
Requisitioning for and managing the ED’s office
stationery and equipment.
·
The jobholder will manage all front desk
requirements in the office of the ED courteously and responding to their
inquiries professionally.
The jobholder will manage all front desk
requirements in the office of the ED courteously and responding to their
inquiries professionally.
·
Ensuring cleanliness and orderliness of the ED’s
office
Ensuring cleanliness and orderliness of the ED’s
office
·
Responsible for secretarial services in the
office of the ED and take dictation, transcribing, editing and presenting
accurate work.
Responsible for secretarial services in the
office of the ED and take dictation, transcribing, editing and presenting
accurate work.
·
In charge of attending to callers either in
person or on telephone and ensure that incoming emails and outgoing emails are
adequately managed.
In charge of attending to callers either in
person or on telephone and ensure that incoming emails and outgoing emails are
adequately managed.
·
Ensure that all correspondences in the ED’s
office are appropriately filed.
Ensure that all correspondences in the ED’s
office are appropriately filed.
·
Perform any other duties as may be assigned from
time to time.
Perform any other duties as may be assigned from
time to time.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Petroleum Authority
Personal Secretary job opportunity must hold a Bachelor’s degree (Hons) in
Office Management or Secretarial Studies from an internationally recognized
institution.
The applicant for the Petroleum Authority
Personal Secretary job opportunity must hold a Bachelor’s degree (Hons) in
Office Management or Secretarial Studies from an internationally recognized
institution.
·
At least five (5) years’ related experience
three of which shall be in a busy working environment in a similar or related
position.
At least five (5) years’ related experience
three of which shall be in a busy working environment in a similar or related
position.
·
Computer proficiency in MS Office applications
like MS. Word, Power point and Excel.
Computer proficiency in MS Office applications
like MS. Word, Power point and Excel.
·
Knowledge of, and experience in the oil and gas
sector.
Knowledge of, and experience in the oil and gas
sector.
·
Evidence of additional training and experience
in office management and secretarial work.
Evidence of additional training and experience
in office management and secretarial work.
·
Innovative and with a proven high level of
integrity.
Innovative and with a proven high level of
integrity.
Ability
to work independently and in a team.
to work independently and in a team.
·
Ability and willingness to work late and during
weekends.
Ability and willingness to work late and during
weekends.
·
Excellent track record of outstanding
performance.
Excellent track record of outstanding
performance.
·
Excellent interpersonal and communication
skills.
Excellent interpersonal and communication
skills.
·
Courteousness and
customer care skills.
Courteousness and
customer care skills.
·
Should have a typing
speed of at least 60 words per minute
Should have a typing
speed of at least 60 words per minute
·
Proven record of completing tasks to a high
standard and meeting deadlines.
Proven record of completing tasks to a high
standard and meeting deadlines.
·
Ability to work under
pressure and adapt to varying situations with a high degree of j attention to
detail and initiative.
Ability to work under
pressure and adapt to varying situations with a high degree of j attention to
detail and initiative.
How to Apply:
All suitably qualified and interested candidates are encouraged to send
their download this form, Click
Here and fill it in indicating the telephone and email contacts for
both the applicant and three reputable referees. The signed applications
together with copies of certified academic and professional qualifications
should be addressed and submitted in triplicate to the following address;
their download this form, Click
Here and fill it in indicating the telephone and email contacts for
both the applicant and three reputable referees. The signed applications
together with copies of certified academic and professional qualifications
should be addressed and submitted in triplicate to the following address;
The Executive Director,
Petroleum Authority of Uganda (PAU) Liaison Office Room B 416,
4th floor Amber House,
Plot 29/33, Kampala Road,
P.O. Box 7270, Kampala. Uganda
Deadline: 31st
October, 2016 by 5:00PM
October, 2016 by 5:00PM
NB: Applications delivered
through registered mail and courier will be accepted as long as they are
received before the above-mentioned deadline for submission. Please note that
only shortlisted candidates will be contacted and any form of lobbying will
lead to automatic disqualification.
through registered mail and courier will be accepted as long as they are
received before the above-mentioned deadline for submission. Please note that
only shortlisted candidates will be contacted and any form of lobbying will
lead to automatic disqualification.
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