Admin Embassy Jobs – Senior Secretary/Clerical Officer – Netherlands Embassy

Organisation: Netherlands
Embassy
Duty Station: Kampala,
Uganda
About US:
The Netherlands
Embassy is the diplomat mission of The Kingdom of the
Netherlands.
Job Summary:  The Senior Secretary/Clerical Officer provides
secretarial support and, where necessary, other logistic clerical support to
the Head of Mission and Deputy Head of Mission. The senior secretary/clerical
officer is accountable to the Head of Mission or Deputy Head of Mission for the
progress of assigned work, for the products and support provided and for
quantitative and qualitative performance. Internal work agreements on
secretarial/clerical work apply to the way in which, and the time within which,
the work is to be carried out and completed. The senior secretary/clerical
officer takes decisions when preparing meetings and producing reports, making
and keeping track of appointments, monitoring the progress of arrangements
made, and collecting and organising information. Furthermore he/she will be
responsible for the (external) communication and the development and
implementation of the communication strategy of the Embassy (including the use
of social media). As the embassy’s first point of contact with third parties,
he/she has to exchange information on the content and progress of
secretarial/clerical work and to make appointments and other arrangements for
the Head of Mission or Deputy Head of Mission, with due care when dealing with
sensitive matters.
Key Duties and Responsibilities: 
  • Management of agendas and planning of appointments, including
    coordination of the programme of the Head of Mission and his Deputy.
  • First telephonic point of contact for the Head of Mission and his
    Deputy.
  • Processing incoming correspondence (hard copy, as well as e-mails in
    the general inbox KAM and the inbox of the Ambassador’s office KAM-CDP)
    including distribution to other staff members for follow-up.
  • Coordinating outgoing correspondence for the management team and
    policy staff. This includes revising and correcting correspondence where
    necessary, as well as independently drafting letters and ‘note verbales’.
  • Preparation of the agenda, minute-taking and monitoring of action
    points for the bi-weekly policy staff meeting.
  • Maintaining and keeping up-to-date the Embassy database in Microsoft
    Outlook.
  • Organisation of representational activities (e.g. lunches, dinners,
    receptions) for the Head of Mission and his Deputy, including the
    organisation of the annual King’s Day event.
  • Administrative and logistical support for field visits of the Head
    of Mission and his Deputy.
  • Administrative and logistical support for incoming missions.
  • Maintaining the inventory of promotional materials and gifts.
  • Web-editor for the Embassy website (Dutch and English version).
  • Editor for the Embassy Facebook and Twitter accounts, including
    active outreach, seeking interesting content independently as well as
    motivating other colleagues to deliver content on the basis of their
    activities.
  • Digital archiving of documents.



Qualifications, Skills and Experience: 
  • The applicant for the Dutch Embassy 
    Senior Secretary/Clerical Officer should have completed senior
    secondary vocational level
  • A minimum of eight years of experience
  • Strong communication skills, both written and orally.
  • Good social media skills (website/social media).
  • Good organisational and planning skills.
  • Knowledge of secretarial/clerical and management support procedures.
  • Knowledge of computerised word processing and automatized/computer
    based systems including knowledge of common software such as MS Outlook,
    Word, Excel and Powerpoint.
  • Knowledge of the organisation’s work agreements on
    secretarial/clerical work, regulations, duties, structure and procedures.
  • General knowledge of the nature of the embassy’s work.
  • Broad knowledge and understanding of organisational and functional
    arrangements within the embassy and the Ministry, the nature of mutual
    relationships and dealings and organisational and functional arrangements
    in the field in which the embassy operates.
  • Skill in creating and keeping records and in producing progress and
    other reports, lists and policy documents.
  • Skill in organisation and coordination.
  • Fluent in English. Working knowledge of Dutch would be an added
    advantage.
  • Enthusiastic, dynamic and flexible colleague who is able to work
    both independently as well as within a team and is equipped with a strong
    sense of responsibility. Is able to juggle a multitude of activities and
    determine priorities independently.
  • He/she has a radar for intercultural sensitivities and knows how to
    manoeuvre in a context where things do not always run smoothly.
  • Has a pro-active attitude and does not fear taking initiative.
  • He/she is discreet with (confidential) information and maintains a
    high level of integrity.
  • With internal and external bodies and individuals, he/she has to
    provide general substantive and other information on matters currently
    being dealt with by the embassy.
How to Apply:
All candidates
should email a cover letter and updated CV to application@ppg.co.ug. No email
be heavier than 2MBs. Due to the high number of applications we anticipate
receiving, only shortlisted candidates will be contacted.
Deadline: 21st November 2019
For more of the
latest jobs, please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline




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