Secretary Job Careers – Financial Intelligence Authority (FIA)

Job Title:        Secretary
Organisation: Financial
Intelligence Authority (FIA)
Duty Station: Kampala,
Uganda
Reports to: Human Resource
Manager
About US:
The Government of Uganda established the Financial Intelligence
Authority and a Financial Intelligence Authority Board under the Anti-Money
Laundering Act, 2013 is for the prohibition and prevention of money laundering,
in order to combat money laundering activities.
Job Summary: The Secretary
will provide both clerical and administrative support and ensure the smooth
functioning of the Authority through coordination and implementation of office
procedures.
Key Duties and
Responsibilities:  
  • Act
    as an information and reference point for the ED and staff of the
    Authority;
  • The
    Secretary will receive,
    open, sort, screen and prioritize all incoming written
    correspondence for each directorate to ensure distribution and a follow up
    on any responses if required;
  • Create
    and maintain a filing and system that enables easy retrieval as and when
    required;
  • The
    Secretary will also deal
    with telephone and email enquiries and direct to the appropriate
    office;
  • Ensure
    the maintenance of a proper filing and records keeping system for all
    documents and minute meetings (soft copy and hardcopy);
  • Maintain
    an up-to-date calendar for the Directorates to ensure proper scheduling
    and management of activities, ensuring any changes to venue or time
    are brought to the attention of the managers in good time;
  • The
    jobholder will schedule and attend meetings when required, create agendas
    and take minutes when acting as a minute secretary – shorthand may be
    required; disseminate all minutes;
  • Make
    reservations for rooms conference facilities;
  • Perform
    typing duties on behalf of the Executive Director , Deputy Executive
    Director and Directors
  • Offer
    support in the arrangement and organisation of travel and accommodation for
    staff members and external contacts when required;
  • Maintain
    stationary and equipment for the secretarial area ;
  • The
    Secretary will also photocopy
    and print various documents, when required on behalf of staff members;
  • Comply
    with the Standard Operating Procedures and Guidelines of the HR
    department.
  • Human
    Resource Policy and Procedures Operations and Guidelines of the HR
    department;
  • Create
    and maintain an up-to-date contact list for all Directorates.
  • Perform
    any other duties as may be assigned.
Key Performance Indicators:
  • Provide
    efficient and effective secretarial and administrative services for the
    Executive Director, Deputy Director, Directors, staff and guests as and
    when required.
  • Provide
    a conducive working environment that will enhance the provision of
    effective and efficient services
  • Contribute
    to the planning and managing of the directorate’s schedules and related
    logistics to ensure that the directorate efficiently meet their
    timelines and execute their duties.
 Qualifications, Skills and
Experience: 
  • The
    ideal candidate for the Financial Intelligence Authority (FIA)
    Secretary job placement should hold a Diploma in Secretarial Studies, Business Management, Business
    Administration, Law or any other related qualification.
  • A
    minimum of three years’ work experience as a secretary in a public or private organisation.
  • Professional
    typist, must be able to type a minimum of 65-75 WPM.
  • Knowledge
    and ability to understand the Authority’s vision, mission and
    objectives ;
  • Good
    communication skills both verbal and written;
  • Adapts
    well in a new environment;
  • Good
    presentation, pleasant, confident telephone manner and customer service
    skills;
  • Good
    planning and organizational skills;
  • Keen
    attention to detail and meets deadlines;
  • Ability
    to prioritize workload and good multi-tasker;
  • Works
    well independently and as part of a team;
  • Works
    well under pressure ;
  • Task
    management skills;
  • Good
    filing system skill;
  • Good
    time management skills;
  • IT
    /Computer skills;
  • Person
    of high integrity;
  • Ability
    to handle sensitive information and maintain confidentiality.
How to Apply:
All suitably qualified and interested candidates should send their
applications addressed and delivered to:
Manager Human Resource,
Financial Intelligence Authority,
4th Floor Rwenzori Towers (Wing b), Plot 6 Nakasero Road,
P.O Box 9853, Kampala, Uganda
Deadline: 31st January, 2017 by
5.00pm

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