Administrative Secretary (Personal Assistant) Job Opportunities – National Planning Authority (NPA)

Organization: National
Planning Authority (NPA)
Duty Station: Kampala,
Uganda
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 (Personal Assistant) will provide Secretarial, technical and administrative
support to the Office of the Chairperson.
Key Duties and Responsibilities: 
  • Organizes the Chairpersons official
    schedule of, meetings, appointments and activities (internal and external)
  • Responsible for records in the office of
    the Chairperson
  • Management correspondences and movement
    of records between the office of the ED, Registry and other offices
  • Writing technical papers as instructed
    by the Chairperson
  • Undertake inquiries, research and
    investigations in Chairpersons areas of interest.
  • Answer calls, take electronic messages,
    direct calls
  • Carry out word processing and formatting
  • Responsible for all official records in
    the office of the Chairperson
  • In liaison with Management organizes Chairpersons
    internal and external travels
  • Ensure that the staff associated with
    the Office of the Chairperson are available whenever required and issues
    affecting such personnel are brought to the attention of management.
  • Work hand in hand with the Minute Secretary
    to ensure availability of the agenda and relevant documents for meetings.     
  • Circulate agendas, programs and action
    points to relevant officers
  • Collects relevant data and information
    on various aspects of national development planning and performance;
  • Reviews existing materials such as
    books, newspapers and journal articles, internet resources, published data
    and create periodic summarized reports;
  • Analyses data and information and
    preparing summarized reports use by the Chairperson;
  • Initiates proposals, plans and budgets
    for the office of the CP;
  • Prepares briefs and presentations for
    the Chairperson
  • Undertakes research on topics and areas
    of interest for the office of the Chairperson
  • Liaise with administration in
    preparation of required logistics or refreshments for meetings as needed
  • Ensuring that the office of the
    Chairperson is conducive for work.
  • Keeping safely keys and passwords/
    avoiding un authorized access
  • Responsible for equipment and furniture
    in office of the Chairperson
  • Any other lawful duties as assigned by
    the supervisor or higher authorities



Qualifications, Skills and Experience: 
  • The applicant must hold an Honors
    degree; in Economics, Development
  • Studies, Secretarial Studies,
    Administrative and Secretarial Science, management studies, or related
    field relevant field to the responsibilities of the office.     
  • Master’s in Public Administration and
    Management, Secretarial Studies, or related qualifications in relevant
    field
  • Six years of secretarial work,
    policy-oriented research, project implementation and management, report
    writing, data collection and analysis in a reputable development-oriented Demonstrated
    varied experience and substantive knowledge in a busy
    institution/organization involving management and administration of
    cross-functional activities
  • Experience in research and writing of
    papers will be of added advantage
  • Industrious and self-driven
  • Swift and ready to work under pressure
    and for long hours
  • Good track record of high Integrity
    Computer literacy
  • Strong interpersonal and communication
    skills
  • Must be result oriented Strong team
    player with leadership skills
  • Age: 25-40 years
Desired:
Executive Assistants or
Personal Assistants trainings and certification in fields relevant to the job.
Evidenced knowledge in data
analysis and research methods, team building, monitoring and evaluation,
Membership to a professional
body or association associated with the job.
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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