Organization:
Inter University Council for East Africa (IUCEA)
Inter University Council for East Africa (IUCEA)
Duty Station:
Kampala, Uganda
Kampala, Uganda
Reports to:
Executive Secretary
Executive Secretary
About US:
The Inter University Council
for East Africa (IUCEA) is a strategic institution of the East African
Community (EAC) responsible for coordinating the development of human resources
and research in the region. IUCEA is charged
with a number of responsibilities among them being to coordinate academic and
research activities jointly undertaken by Partner states and member university
institutions. The main objectives of
IUCEA are to (i) facilitate networking among universities in East Africa, and
with universities outside the region; (ii) provide a forum for discussion on a
wide range of academic and other matters relating to higher education in East
Africa; and (iii) facilitate maintenance of internationally comparable education
standards in East Africa so as to promote the region’s global competitiveness
in higher education.
for East Africa (IUCEA) is a strategic institution of the East African
Community (EAC) responsible for coordinating the development of human resources
and research in the region. IUCEA is charged
with a number of responsibilities among them being to coordinate academic and
research activities jointly undertaken by Partner states and member university
institutions. The main objectives of
IUCEA are to (i) facilitate networking among universities in East Africa, and
with universities outside the region; (ii) provide a forum for discussion on a
wide range of academic and other matters relating to higher education in East
Africa; and (iii) facilitate maintenance of internationally comparable education
standards in East Africa so as to promote the region’s global competitiveness
in higher education.
Key Duties and Responsibilities:
·
The
Senior Personal Secretary will be managing the Executive office, providing
secretarial services and ensuring security of the office and information
The
Senior Personal Secretary will be managing the Executive office, providing
secretarial services and ensuring security of the office and information
·
Providing
administrative support for official travel arrangement, including itinerary,
clearance, tickets and other necessary documents for the Office and all
Divisions
Providing
administrative support for official travel arrangement, including itinerary,
clearance, tickets and other necessary documents for the Office and all
Divisions
·
The
incumbent will be arranging for timely requisition for office supplies and
stores
The
incumbent will be arranging for timely requisition for office supplies and
stores
·
In
charge of facilitating information sharing between various Offices and
stakeholders
In
charge of facilitating information sharing between various Offices and
stakeholders
·
Preparing
high quality briefing materials for meetings and appointments and taking
minutes and dictation
Preparing
high quality briefing materials for meetings and appointments and taking
minutes and dictation
·
Coordinating
office functions with other Executive offices/Divisions
Coordinating
office functions with other Executive offices/Divisions
·
In
charge of receiving, attending to and direct customers/visitors appropriately
In
charge of receiving, attending to and direct customers/visitors appropriately
·
Responsible
for managing and updating Office diary, draft responses to correspondences and
arranging for appointment and meetings as agreed with the Executive
Responsible
for managing and updating Office diary, draft responses to correspondences and
arranging for appointment and meetings as agreed with the Executive
·
Maintaining
good customer relations with employees, customer and the general public
Maintaining
good customer relations with employees, customer and the general public
·
Arranging
appointments and meetings as appropriate, including arranging agendas and
programmes for meetings under the Executive’s docket and make follow-up on
deadlines, commitment made and action taken
Arranging
appointments and meetings as appropriate, including arranging agendas and
programmes for meetings under the Executive’s docket and make follow-up on
deadlines, commitment made and action taken
·
Creating
and maintaining appropriate record and filing sub-system for the Office
Creating
and maintaining appropriate record and filing sub-system for the Office
·
Responding
to/directing incoming/outgoing calls/mails and liaise with the Registry in
regard to incoming and outgoing correspondence
Responding
to/directing incoming/outgoing calls/mails and liaise with the Registry in
regard to incoming and outgoing correspondence
·
In
charge of transcribing and drafting official correspondences, memoranda etc.
In
charge of transcribing and drafting official correspondences, memoranda etc.
·
Responsible
for recommending appropriate system for streamlining office operation
Responsible
for recommending appropriate system for streamlining office operation
·
Performing
any other duties as Management may assign from time to time
Performing
any other duties as Management may assign from time to time
Key Performance Indicators:
·
Travel
and office supplies records
Travel
and office supplies records
·
Timely
response to customers/visitors needs
Timely
response to customers/visitors needs
·
Office
diary well maintained and updated
Office
diary well maintained and updated
·
Draft
responses to correspondences as agreed with the Executive
Draft
responses to correspondences as agreed with the Executive
·
Good
customer relations with employees, customer and the general public
Good
customer relations with employees, customer and the general public
·
Logs
of appointments and meetings arranged and facilitated
Logs
of appointments and meetings arranged and facilitated
·
Filing
sub-system for the Office in place
Filing
sub-system for the Office in place
·
Incoming
and outgoing correspondences register
Incoming
and outgoing correspondences register
·
Records/Minutes
of dictations, meetings, transcriptions and correspondences
Records/Minutes
of dictations, meetings, transcriptions and correspondences
Qualifications, Skills and Experience:
·
The
applicant must hold a Bachelor’s degree in Secretarial Studies
The
applicant must hold a Bachelor’s degree in Secretarial Studies
·
Possession
of a Diploma in Computer Studies covering Microsoft office will be added
advantage.
Possession
of a Diploma in Computer Studies covering Microsoft office will be added
advantage.
·
At
least ten years’ experience, with five years’ experience managing an Executive
Office
At
least ten years’ experience, with five years’ experience managing an Executive
Office
·
Also
skills in typing of at least 80wpm and shorthand 120wpm
Also
skills in typing of at least 80wpm and shorthand 120wpm
How to Apply:
All suitably qualified and
interested candidates should send their following application letters should be
accompanied with the following:
interested candidates should send their following application letters should be
accompanied with the following:
·
Certified
copies of the applicants degree awards
Certified
copies of the applicants degree awards
·
Up to
date and comprehensive Curriculum Vitae
Up to
date and comprehensive Curriculum Vitae
·
Addresses
of three referees, one of which should be the current immediate supervisor
Addresses
of three referees, one of which should be the current immediate supervisor
Applications should be marked
“APPLICATION FOR THE POST OF ………..Title of Position….” in hard copy (by hand or
courier) addressed to:
“APPLICATION FOR THE POST OF ………..Title of Position….” in hard copy (by hand or
courier) addressed to:
The Executive Secretary,
Inter-University Council for
East Africa
East Africa
Plot M833, Kigobe Road
Kampala, Kyambogo
P.O. Box 7110, Kampala,
Uganda
Uganda
Deadline: 12th December 2016
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