Fresher Secretarial Assistant —Administrative Assistant Jobs – Office of the Auditor General (OAG)

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Job Title:    Secretarial Assistant —Administrative Assistant

Organisation: Office of the Auditor General (OAG)

Duty Station:  Kampala, Uganda

 

About US:

The Office of the Auditor General (OAG) is the supreme Audit Institution (SAI) of Uganda mandated under Article 163 of the Constitution of the Republic of Uganda to audit and report on the Public Accounts of Uganda and of all public offices, including the Courts, the Central and Local Government Administrations, Universities and Public Institutions of like nature and any Public Corporations or other bodies or organizations established by an Act of Parliament. The Constitutional mandate of the OAG is amplified by the National Audit Act, 2008 which has among other things enhanced the financial and operational independence of the Auditor General.

 

Job Summary:  The Secretarial Assistant —Administrative Assistant will provide technical support to OAG for efficient and effective records management in compliance with the applicable laws, regulations, policies and standards.

 

Key Duties and Responsibilities:  

Planning for the directorate/department/branch

  • Assist to initiate procurement procedures and budget implementation as per the department work plan

Undertake periodic inventory and appraisal of OAG records

  • Conduct a records survey and update OAG records inventory as and when required.
  • Establish records retention and disposal schedules and keep security and protection of vital records.
  • Carry out the weeding of non-active records and disposal of obsolete records as per OAG policies and guidelines.

Maintain Records Archives Management System appropriate to the changing needs of OAG

  • Consult with supervisor on handling e-records and report on any changes made.
  • Update records classification system.
  • Implement national policies on records and archives management in compliance with the applicable legislation and standards.
  • Maintain a Records Management Information System and feed the MIS with relevant data from the archives.

Implementation of OAG Records and Archives Management (RAM) policy

  • Sensitize and guide staff and stakeholders on the implementation of the RAM policy and archives management activities.
  • Carry out the induction of new staff on records management
  • Provide guidelines and standard procedures for the creation, managing, use, storage and destruction of records.
  • Implement and monitor policies and procedures for the management of document, creation, maintenance, storage and destruction.

Provide Access and Reference to Archives

  • Archive original audit reports signed by the Auditor General
  • Update audit reports and archives database.
  • Create and maintain back-up storage of audit reports.
  • Carry out accession, preserve and conserve archives to make the records available when needed.
  • Retrieve archives and serve archival to clients as approved by the supervisor.

Execute other duties assigned.

  • Assist in the reproduction and dissemination of audit reports to stakeholders.
  • Participate in the implementation of stakeholder’s engagement and sensitization activities in Local Governments.

Provide Access and Reference to Archives

  • Prepare and submit periodic reports as per OAG guidelines and procedures
  • Compile periodic reports for management review.

 

Key Performance Indicators:

  • Accurate calendar/ dairy submitted.
  • Meetings with accurate information of attendance and minutes filed.
  • Good customer services.
  • Clean and secure office environment.
  • Correspondences circulated to the relevant Officers.


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Qualifications, Skills and Experience:

  • Applicants should be Ugandans aged 35 years and below, holding a Diploma in Records and Archives management; Library and Information science, Office Management or related field from a recognized university/institution
  • At least two years working experience in a public or other reputable organisation.
  • Office administration
  • Communication skills.
  • Team player.
  • Linguistic Analytical Ability
  • Collaborative
  • Planning and organising ability
  • Client centric
  • Digital literacy skills.
  • Confidentiality
  • Time management.
  • Quality focussed
  • Calm

 

How to Apply:

Applications must be accompanied by:

  • Detailed typed curriculum vitae which clearly supports the competencies required above.
  • Copies of academic qualifications, professional training certificates and proof of employment history.
  • Names of three (3) referees and their contacts.
  • A recent passport size photograph attached to the application form.
  • Applications must be made in triplicate and submitted with on OAG application form, Download Here.
  • Applications received shall be acknowledged by the Office.

 

Applications must be addressed to:

The Auditor General

Office of the Auditor General

Audit House, Plot 2C, Apollo Kaggwa Road

P.O. Box 7083,

Kampala. Uganda

 

Deadline: 19th December 2022

 

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