Job Title: Administrative Secretary
Organisation: National
Planning Authority (NPA)
Planning Authority (NPA)
Duty Station: Kampala, Uganda
Ref No: NPA/ADV/03/2017
Reports to: Manager Human
Resource and Administration
Resource and Administration
About US:
The National Planning Authority (NPA) was established by an Act of
Parliament No.15 of 2002 in compliance with article 125 of the Constitution of
the Republic of Uganda (1995). Accordingly NPA is the principal statutory
agency responsible for the management of national and decentralized development
planning in Uganda. The primary function of the Authority is to produce
comprehensive and integrated development plans for the country elaborated in
terms of the perspective Vision, Long and Medium-term Plans.
Parliament No.15 of 2002 in compliance with article 125 of the Constitution of
the Republic of Uganda (1995). Accordingly NPA is the principal statutory
agency responsible for the management of national and decentralized development
planning in Uganda. The primary function of the Authority is to produce
comprehensive and integrated development plans for the country elaborated in
terms of the perspective Vision, Long and Medium-term Plans.
Job Summary: The
Administrative Secretary will provide administrative support to the offices of
the Deputy, Executive Director and Heads of Departments.
Administrative Secretary will provide administrative support to the offices of
the Deputy, Executive Director and Heads of Departments.
Key Duties and Responsibilities:
·
Support
staff under Management, Human Resource and Administration
Support
staff under Management, Human Resource and Administration
·
Manage
appearance of and order in the office of the including ordering
replacement of furniture & equipment
Manage
appearance of and order in the office of the including ordering
replacement of furniture & equipment
·
In
liaison with cleaners ensure that the offices under her / his control are
regularly cleaned and well arranged
In
liaison with cleaners ensure that the offices under her / his control are
regularly cleaned and well arranged
·
Answer
calls, take electronic messages, direct calls
Answer
calls, take electronic messages, direct calls
·
Manage
the correspondences book or register
Manage
the correspondences book or register
·
Carry
out word processing and formatting
Carry
out word processing and formatting
·
Stand
in for other secretaries
Stand
in for other secretaries
·
Opening
up and maintaining the required manual and electronic files / folders in the
office of the Deputy Executive Director
Opening
up and maintaining the required manual and electronic files / folders in the
office of the Deputy Executive Director
·
Ascertain
meeting & workshop venues for meetings conducted by the Deputy
Executive Director and or heads of departments
Ascertain
meeting & workshop venues for meetings conducted by the Deputy
Executive Director and or heads of departments
·
Ascertain
the scheduled times and calendar dates
Ascertain
the scheduled times and calendar dates
·
Take
minutes on request and Write reports on request
Take
minutes on request and Write reports on request
·
Circulate
agendas, programs and action points to relevant officers
Circulate
agendas, programs and action points to relevant officers
·
Work
closely with administration in preparation of required logistics or
refreshments for meetings as needed
Work
closely with administration in preparation of required logistics or
refreshments for meetings as needed
·
Making
requisitions as requested
Making
requisitions as requested
·
Taking
and typing minutes of minutes as may be required
Taking
and typing minutes of minutes as may be required
·
Keeping
safely keys and passwords/ avoiding un authorized access
Keeping
safely keys and passwords/ avoiding un authorized access
·
Reporting
faults on office equipment to or responsible person
Reporting
faults on office equipment to or responsible person
·
Arranging
the equipment and furniture in office of the Deputy Executive Director in an
appeasing order
Arranging
the equipment and furniture in office of the Deputy Executive Director in an
appeasing order
·
Any
other lawful duties as assigned by the supervisor or higher authorities
Any
other lawful duties as assigned by the supervisor or higher authorities
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the National Planning
Authority (NPA) Administrative Secretary job opportunity should hold an Honors degree; in Secretarial or
equivalent in relevant field
The ideal candidate for the National Planning
Authority (NPA) Administrative Secretary job opportunity should hold an Honors degree; in Secretarial or
equivalent in relevant field
·
On top of the minimum qualifications the
following will be of added advantage;
On top of the minimum qualifications the
following will be of added advantage;
·
Possession of post graduate qualifications in a
relevant field is an added advantage
Possession of post graduate qualifications in a
relevant field is an added advantage
·
Certification in fields relevant to the job.
Certification in fields relevant to the job.
·
At least three years of experience and
substantive knowledge in secretarial work in a reputable development-oriented
institution/organization involving management and administration of
cross-functional activities
At least three years of experience and
substantive knowledge in secretarial work in a reputable development-oriented
institution/organization involving management and administration of
cross-functional activities
·
Industrious
and self-driven
Industrious
and self-driven
·
Ready
to work long hours
Ready
to work long hours
·
Track
record of high Integrity
Track
record of high Integrity
·
Computer
literacy
Computer
literacy
·
Strong
interpersonal and communication skills
Strong
interpersonal and communication skills
·
Must
be result oriented
Must
be result oriented
·
Strong
team player with leadership skills
Strong
team player with leadership skills
·
Age: Between 25- 45 years
Age: Between 25- 45 years
How to Apply:
All suitably qualified and interested candidates should send two sets
of applications with detailed curriculum vitae clear phone and email contacts,
photocopies of academic and professional certificates and transcripts should be
directed to: The Executive Director, National Planning Authority, P.O. Box
21434 Kampala Uganda; Planning – House Plot 17B Clement Hill Road.
of applications with detailed curriculum vitae clear phone and email contacts,
photocopies of academic and professional certificates and transcripts should be
directed to: The Executive Director, National Planning Authority, P.O. Box
21434 Kampala Uganda; Planning – House Plot 17B Clement Hill Road.
Note:
·
The preferred method of applications delivery is
physical delivery through the NPA Front Desk / Reception. However, postal
applications are also allowed provided they are received before the deadline
indicated below
The preferred method of applications delivery is
physical delivery through the NPA Front Desk / Reception. However, postal
applications are also allowed provided they are received before the deadline
indicated below
·
Shortlisted candidates shall be notified through
their email addresses and phone contacts indicated on the application or CV.
Shortlisted candidates shall be notified through
their email addresses and phone contacts indicated on the application or CV.
Deadline: Thursday 21st
December, 2017 by 16:55 hours.
December, 2017 by 16:55 hours.
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