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 [email protected] Cc: [email protected] addressed to the Honorary Secretary of Uganda Society of Architects.
Deadline: 9th August 2024 by 5.00pm
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