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Job Title:  Assistant Executive Secretary

Organisation: Uganda Society of Architects

Duty Station: Kampala, Uganda

Reports to: Executive Secretary

About the Company:

Since 1966 the Uganda Society of Architects has been advancing excellence in design and professional practice for a sustainable built environment.

Job Summary:   The society seeking a qualified, self-driven and experienced individual to fill the following position of Assistant Executive Secretary.

Key Duties and Responsibilities:

• Responding to members’ and stakeholder inquiries and concerns.
• Assist in scheduling meetings and appointments, including travel scheduling
• Answering and routing calls to the appropriate department or staff member.
• Ensure effective checking, reporting and correspondence with all company mail (email and hard copy) daily.
• Handle data entry procedures, updating member/staff/partner/stakeholder information on the database, as well as creating monthly reports on membership progress and needs.
• Organize and maintain company assets, including computer software and hardware, office supplies, and vehicles.
• Scheduling management meetings, creating agendas, and attending meetings to record minutes.
• Assist main accountant with extra jobs using Excel, Quick Books, Proofread, or any other software programs as may be used at the secretariat at the time.
• Assist the Executive Secretary in managing daily office operations and maintaining an organized work environment.
• Assisting Honorary and Executive Secretaries with the on boarding process of new personnel and providing any office-related training.
• Overseeing and interpreting the company’s administrative policies and procedures.
• Generate memos and forms as deemed for purpose for data surveys, records, etc. within the society.
• Support, coordinate and assist in implementation of the different Council Boards’ activities as required.
• Organize and run the Society’s annual journal and different publications under the guidance of Council and supervision of the Hon. Secretary

Qualifications, Skills and Experience:

• Degree in Architecture from a Recognized Institution.
• Three Years Working Experience
• Must be a registered member of the USA
• Age: 28 – 35 years

Competences

• Knowledgeable about office systems and policies, including security protocols, government compliance standards, and human resources practices.
• Able to work effectively in a fast-paced environment.
• Detail-oriented and possess sound proofreading skills.
• Excellent communications skills, including phone, e-mail, and face-to-face.
• Ability to organize, prioritize, plan, coordinate and cataloging.
• Knowledge of basic accounting principles and accounting software.
• Loyal and committed to realizing the mission and vision of the organization.
• Innovative, has personal-drive, motivation and initiative to execute tasks diligently with a keen eye for excellence in results.
• Digital literacy and research skills, including the ability to analyze the reliability of information

How to Apply:

Application Requirements: Application letter, National ID, Curriculum Vitae (CV) clearly indicating requirements referred to above, 2 referrals/recommendation letters from non-family related referees, Copies of Certificates, and Academic Transcripts. Send applications by Email in one file to secretariat@ugandasocietyofarchitects.org Cc: es.ugarchsociety@gmail.com addressed to the Honorary Secretary of Uganda Society of Architects.

Deadline: 9th August 2024 by 5.00pm

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