Administrative Secretary Job Opportunities – National Planning Authority (NPA)

Job Title:      Administrative
Secretary
Organization: National
Planning Authority (NPA)
Duty Station: Kampala,
Uganda
Reports to: Office
of the Executive Director
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,
it 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
alternate Secretarial and administrative support to Executive and to the
General Management, Administration and Corporate Services
Key Duties and Responsibilities: 
  • Tasked with the management movement and
    filing of records between the office of the ED, Registry and other offices
  • 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
  • Answer calls, take electronic messages,
    direct calls
  • Manage the correspondences book or
    register
  • Carry out word processing and formatting
  • Opening up and maintaining the required
    manual and electronic files / folders in the office of the Deputy
    Executive Director 
  • Ascertain meeting & workshop venues 
  • Ascertain the
    scheduled times and calendar dates
  • Take minutes on request and Write
    reports on request
  • Circulate agendas, programs and action
    points to relevant officers Liaise with administration in preparation of
    required logistics or refreshments for meetings as needed Making
    requisitions as requested Taking and typing minutes of minutes as may be
    required
  • Keeping safely keys and passwords/
    avoiding un authorized access Reporting faults on office equipment to or
    responsible person Arranging the equipment and furniture in office of the
    Executive Director in an appeasing order
  • Stand in for other secretaries who are
    on leave
  • Any other lawful duties as assigned by
    the supervisor or higher authorities



Qualifications, Skills and Experience: 
  • The applicant must hold an Honors
    degree; in Secretarial Bachelor of Administrative and Secretarial Science,
    or any other qualification relevant to the job.
  • Post graduate qualifications in relevant
    field is an added advantage
  • Proficiency in short hand
  • Certification in fields relevant to the
    job
  • Demonstrated varied experience and
    substantive knowledge
  • A minimum of six years of secretarial
    work in a reputable development-oriented institution/organization
    involving management and administration of cross-functional activities
  • Experience in management of records in
    terms of filing, routing and referencing
  • Industrious and self-driven
  • Swift and ready to work long hours
  • Track record of high Integrity
  • Computer literacy and acceptable speed
    in a pressured office.
  • Strong interpersonal and communication
    skills
  • Must be result oriented
  • Strong team player with leadership
    skills
  • Age: 25-40 years
NB: Canvassing or any attempt thereof will lead
to immediate disqualification.
How to Apply:
All suitably qualified and
interested applicants are encouraged to send two sets of applications with
detailed curriculum vitae, including phone and email contacts; photocopies of academic
and professional certificates and transcripts addressed to:
The Executive Director,
National Planning Authority,
P.O. Box 21434 Kampala Uganda;
Planning – House Plot 17
Clement Hill Road.
Note:
  • The preferred method of applications’ is
    recorded delivery through the NPA Front Desk / Reception. However,
    candidates using post office should post early enough to avoid late
    deliveries and retrievals from post office beyond the closing date.
  • Shortlisted candidates shall be notified
    through their email addresses and or phone contacts indicated in their
    applications or CVs.
  • Academic documents for the successful
    candidates will be vetted their authenticity and background checks
    conducted before considered for appointment into the Authority.
Deadline: Friday 8th November, 2019 at 16:55 hours.
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