Job Title: Secretary
Organisation: Uganda Heart Institute (UHI)
Duty Station: Kampala, Uganda
Reports to: Project Administrative Officer
About US:
Uganda Heart Institute was legally established in 2001 as a Company limited by guarantee of its founding Bodies namely, Mulago Hospital, Ministry of Health, Makerere University and
Uganda Heart Foundation. In UHI therefore commenced operating as a semi-autonomous Unit under Mulago Hospital. The purpose of the registering UHI as a limited Company was to fasten the growth and development of the Institute, by enabling it to solicit for funds and manage its resources at source.
Job Summary: Perform the day-to-day administrative and secretarial duties in the Project office
Key Duties and Responsibilities:
- Drawing up and monitoring the project programmes, activities and appointments;
- Taking dictation, accurately transcribing and presenting accurate and error free work;
- Attending to callers either in person or on telephone;
- Preparing reports and presentations;
- Ensuring timely responses to inquiries and correspondences to and from the project office;
- Organizing meetings, workshops and taking minutes and conveying decisions of such meetings to relevant Offices;
- Ensuring that relevant documents from meetings and speeches are produced on time;
- Drafting letters of routine nature;
- Ensuring cleanliness and orderliness of the office;
- Managing the project records in accordance with established security and records management procedures;
- Requisitioning and managing office stationery and equipment;
- Receiving and dispatching mail;
- Supervising Support teams for the project Office;
- Set a positive front Desk atmosphere
- Answer all the customers’ questions and address their complaints
- Create and maintain updated client’s /Front desk documents and spreadsheets
- Operate office equipment, such as photocopier, printers, etc
- Schedule meetings and conference rooms.
- Coordinate the project welfare activities including teas, meals, water,
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Qualifications, Skills and Experience:
- The ideal applicants should be Ugandans in possession of an Honors Bachelor’s Degree in Secretarial Studies or its equivalent from a recognized University/ Institution.
- Additional qualifications in line with the position will be added advantage
- At least three (3) years’ work experience in secretarial or Office management in reputable organizations
How to Apply:
Applications are invited from suitably qualified Ugandans to fill the under listed posts. Eligible persons should address their applications including a cover letter, copies of their academic/professional certificates and practicing licenses, curriculum vitae (CV) and other relevant documents, to the Executive Director, Uganda Heart Institute, P.O. Box 37392, Kampala. Applications can also be hand delivered to Uganda Heart Institute Headquarters,
Mulago –Kampala. Online applications should be sent on the UHI official e-mail [email protected]
Deadline: 30th December, 2022.
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