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Job Title:   Office Secretary (2 Jobs)   

Organisation: Abubaker Technical Services and General Supplies Limited

Duty Station: Mukono, Uganda

About US:

Abubaker Technical Services and General Supplies Limited is a Civil Engineering and Construction works-oriented company that was registered in 2002 under number 52003 by the registrar of Companies. It is a limited liability company and commenced operations in the year 2005.

Job Summary:   The Office Secretary will provide administrative and secretarial support services to the project team, ensuring efficient communication, documentation management, and organization. The Secretary will also maintain project records, facilitating communication, and contributing to the smooth operation of the construction project.

Key Duties and Responsibilities:

• Document Management: Organize, file, and maintain project documentation, including contracts, drawings, reports, and correspondence.
• Communication: Facilitate effective communication between project team members, stakeholders, and external parties.
• Meeting Support: Schedule and coordinate project meetings, including preparing agendas, minutes, and follow-up actions.
• Correspondence: Draft and prepare project-related correspondence, emails, and reports as required.
• Travel and Logistics: Arrange travel, accommodations, and transportation for project team members and visitors.
• Calendar Management: Manage project team members’ calendars, scheduling appointments, and meetings.
• Expense Tracking: Assist in tracking project-related expenses, reimbursements, and budget updates.
• Vendor Coordination: Assist in coordinating communication and administrative tasks with project vendors and subcontractors.
• Timekeeping: Assist in tracking team members’ attendance, work hours, and time-off requests.
• Visitor Management: Welcome visitors, and ensure safety protocols are followed.
• Coordination: Coordinate activities among various department to ensure smooth workflow.
• Performs any other duty as assigned by the supervisor from time to time.

Key Performance Indicators (KPIs):

• Document Organization: Effectiveness in organizing and maintaining accurate project documentation.
• Communication Efficiency: Timeliness and clarity of communication among project stakeholders.
• Meeting Coordination: Successful organization of project meetings and distribution of minutes.
• Correspondence Quality: Accuracy and professionalism in project-related correspondence.
• Logistics Management: Efficient coordination of travel and accommodations for team members and visitors.
• Calendar Management: Effective scheduling and coordination of project-related appointments.
• Expense Tracking: Accurate recording and tracking of project-related expenses.
• Vendor Coordination: Timely communication and administrative support to project vendors.
• Timekeeping Accuracy: Maintaining accurate records of team members’ attendance and work hours.

Qualifications, Skills and Experience:

• The applicant must have relevant qualifications
• Working experience: Possession 4 years of leadership working experience of which 2 years should have been obtained as equivalent capacity under a construction project.
• Organizational Skills: Ability to manage multiple tasks, schedules, and documentation.
• Communication: Effective verbal and written communication with team members and stakeholders.
• Attention to Detail: Ensuring accuracy in documentation, correspondence, and scheduling.
• Problem-Solving: Addressing administrative challenges and finding practical solutions.
• Technical Proficiency: Familiarity with office software, scheduling tools, and communication platforms.
• Coordination: Efficiently coordinating logistics, meetings, and communication.
• Time Management: Efficiently managing administrative tasks, schedules, and deadlines.
• Adaptability: Flexibility to handle changing project requirements and unexpected situations.
• Team Collaboration: Working collaboratively with various stakeholders on the project.
• Confidentiality: Maintaining confidentiality of sensitive project-related information.
• Professionalism: Maintain a high level of professionalism and integrity in all interactions.

How to Apply:

All interested and qualified persons may apply by submitting your application with detailed CVs and academic transcripts with the contacts of 3 professional Referees to our office in Mukono plot 1508, Kigombya P.O Box 29087 Kampala, Uganda OR send your CV via Email to: recruitment2023@abubaker.co.ug or abubaker.recruitment.co.ug@gmail.com

NOTE: Only the shortlisted candidates will be contacted for interviews.

Deadline: 15^th October 2023

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