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Job Title:   Secretarial Assistant – Pool Stenographer (Fresher Diploma  Jobs)

Organisation: Office of the Auditor General (OAG)

Duty Station:  Kampala, Uganda

Reports to: Executive Assistant

Job Reference: ADM 115/136/01 Vol 8 [3/24]

 

About the Company:

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:   Provide secretarial services, receive correspondences, maintain office environment, fix appointments and make follow-ups to support Supervisors and other staff effectively and efficiently.

 

Key Duties and Responsibilities:

Receive and Disseminate Correspondences and Other Information for the Office Custodian of Files

• Provide support in the efficient provision of secretarial services to the Supervisors, and prepare agendas, co-ordinate the production of papers, minutes and keep/retrieve records.
• Provide efficient and effective correspondences, and other information received and disseminated for the office.
• Organise/attend meetings, taking minutes and circulating decisions from the meetings to the relevant action offices.

Maintain the Environment of the Office of the Auditor General

• Perform routine check-ups in the office environment and ensure clean and secure surroundings.
• Deliver a comprehensive range of support activities, proactively troubleshooting and resolve issues which arise.
• Perform routine check-ups and account for office equipment and materials and keep records, within the Office of the Auditor General Office environment.

Customer Service

• Attend to visitors/calls and direct them to the rightful Officers they may need to meet/talk to.
• Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Supervisors and visitors.

Schedule Appointments and Deadlines

• Schedule/maintain, and follow-up on appointments and communicate any changes made.
• Assist in ensuring that demanding workload is appropriately prioritized and all deadlines are met.

Process all the Work Assignments

• Organise and store paperwork, documents and computer-based information that may be relevant for the operation.
• Photocopy and print various documents, sometimes on behalf of other colleagues.
• Type, prepare and collate reports and manage database systems.
• Coordinate work, activities within the department within a stipulated time/deadline.

Supervise and Develop Staff.

• Set the performance targets together with staff under supervision and carry out performance appraisal for the team.
• Mentor and coach the team.

 

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.

Qualifications, Skills and Experience:

• Applicant should be Ugandan aged 35years and below, holding a Diploma in Administrative and Secretarial Science, Secretarial Studies, Office Management or any other related field from a recognized institution.

Experience:

• At least two (2) years working experience as Pool Stenographer/Secretary in a Public or other reputable organization.

Knowledge, Skills and Attributes Knowledge

• Office Administration
• Secretarial functions
• Report preparation

Skills

• Effective Communication skills
• Linguistic Analytical Ability
• Digital literacy skills
• Customer Care
• Organization skills
• Time management

Attributes

• Integrity
• Independent
• Objective
• Professional
• Collaborative
• Client Centric
• Quality focused
• Confidentiality
• Respectful
• Team player

 

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 as required.
• Names of three (3) referees and their contacts.
• A recent passport size photograph (attached to the application form).
• All applications must be in triplicate and submitted on the OAG application form, which can be obtained from CLICK HERE

 

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.

 

Deadline: 30th August 2024 by 5:00pm

 

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