4 Administrative Secretary Job Vacancies – Kyambogo University

Organization: Kyambogo
University
Duty Station:
Kampala, Uganda
Reports to: Head
of Department
About US:
Kyambogo University
is the second largest Public University in Uganda. Since its formation in 2003,
the University has established itself as one of the leading Universities in
Uganda offering a number of academic programmes in line with vocational
education, teacher training, hands-on engineering, special needs training,
social sciences, pure and applied sciences, entrepreneurship and management
that meet the Market remands and development needs of the Country. The
Strategic Focus Areas of the University include: Teaching Learning; Research,
Innovation and Knowledge Generation; Physical Infrastructure, Facilities and
ICT Development; Institutional Development and Strategic Marketing.
Job Summary:  The Administrative Secretary will be
responsible for general office administration and management of meetings.
Key Duties and Responsibilities: 
  • Maintain and organize the office in an orderly manner.
  • Typeset, receive, sort, distributing in-coming mails and general
    correspondence to appropriate officials.
  • Dispatch, retrieve and supervise outgoing mails both internal and
    external.
  • Organize meetings and conferences and compile and submit reports
    accordingly.
  • Draft letters and respond to correspondences as instructed.
  • Ensure that relevant documents for meetings and speeches are
    organized and produced on time and ensuring timely work and information
    flow to and from the office.
  • Arrange the Head of Departments appointments for meetings within and
    outside the University.
  • Prepare both local and international itineraries, confirming travel,
    freight and hotel reservations.
  • Oversee the maintenance, storage, security and retrieval of files
    and documents to ensure that they are properly filed and readily available
    for use when needed by the relevant officers.
  • Schedule appointments and screening requests for meetings, synchronizing
    and updating the University Secretary on the diary and schedules.
Key Outputs:
  • Office organized and maintained.
  • Receive and dispatch mails and correspondences to appropriate
    offices.
  • Meetings organized.
  • Letters drafted and correspondences responded to as instructed.
  • University Secretary’s meetings arranged.
  • Local and international travel arrangements prepared.
  • Retrieval and security of files and documents maintained.


Qualifications, Skills and Experience: 
  • The applicant must hold a Bachelor’s degree in Secretarial Studies
    from an institution recognized by the National Council for higher
    Education.
  • Three (3) years working experience in secretarial duties in a
    reputable organization
  • Excellent communication and interpersonal skills;
  • Computer literate with excellent document production skills and have
    knowledge appropriate proficiency in shorthand.
How to Apply:
All suitably
qualified and interested persons who meet the minimum requirements should
submit their applications together with the following:
  • A detailed and up-to-date Curriculum
    Vitae.
  •  Certified copies of academic transcripts,
    certificates, and professional qualifications, appointment letters, and in
    case of health workers; registration certificates and valid practicing
    license from relevant professional bodies.
  •  Names and addresses of three referees.
  • Copies of the National Identity Card,
    birth certificate or copies of relevant pages of the passport and National
    ID indicating the applicant’s date of birth.
Applications should
be addressed to:
Director Human
Resources,
Kyambogo University,
Second Floor,
Administration Block (Records Office)
P.O. Box 1,
Kyambogo, Kampala.
Uganda
Deadline: 29th June 2018
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