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Job Title:  Administrative Assistant  

Organisation: Ministry of Gender Labour and Social Development

Duty Station: Kampala, Uganda

About Organisation:

The Government of the Republic of Uganda has been allocated grant funds (the”Grant”) from the World Bank which are administered by the International Development Association (IDA) (the “Bank) towards implementation of the Generating Growth Opportunities and Productivity for Women Enterprises (GROW) Project. The Project Development Objective is to increase access to entrepreneurial services that enable women entrepreneurs to grow their enterprises in targeted locations, including host and refugee communities. The Project is being implemented jointly by the Ministry of Gender, Labor and Social Development (MGLSD) and Private Sector Foundation Uganda (PSFU).

Job Summary:   MGSLD now invites suitably qualified and experienced individuals to fill the Position of Administrative Assistant under the GROW Project.

Ensure proper office management by performing all secretarial and office management duties.

Key Duties and Responsibilities:

• In conjunction with relevant officers, draw up and monitor appointments and programmes.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals, Answer enquiries in form of telephone or email and providing general information. Assist in making outgoing calls when requested by other staff.
• Receive, and direct stakeholders/visitors to appropriate Officer (s).
• Ensure timely responses to inquiries and correspondences to and from the Office.
• Receiving incoming mail and supervising the dispatch of outgoing mail. Confirm receipt of mails or documents.
• Ensuring that relevant documents for meetings and speeches are produced on time and properly organized.
• Drafting letters of routine nature.
• Ensuring cleanliness and orderliness of the office.
• Managing records in accordance with established security and records management procedures.
• Photocopying, filling and maintaining attendance register.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Operate office equipment such as fax machines, copiers, and phone systems.
• Requisitioning and Managing office stationery and equipment.
• Supervising the secretarial and support personnel for the office.
• Perform any other duties as may be assigned from time to time.

Deliverables

• All project records filed.
• Project correspondences handled.
• Front desk services supervised.
• Both External and Internal clients communications handled satisfactorily.
• Report on Tasks accomplished indicating deadlines.

Qualifications, Skills and Experience:

• Applicants should possess a Bachelor’s Degree in Secretarial Studies, Mass Communication, Business Administration, Human Resource or related discipline from a recognized University.
• Applicants should possess Computer skills using several packages like Microsoft Office

Experience and Competencies

• A minimum of 4 years of experience in secretarial/administrative work.
• Strong knowledge and experience with MS Office application.
• Strong communication skills both verbal, written and spoken.
• Strong interpersonal skills, well-organized and experience in office management an advantage.

How to Apply:

Interested eligible applicants should submit applications including a cover letter, current Curriculum Vitae and copies of Certified Academic Certificates and Transcripts, to be delivered at MGLSD’s General Registry on 2nd Floor, Gender and Labour House, Plot 2, George Street Not later than 1700hrs on 1St November 2024. Only shortlisted applicants will be contacted.

Please note that this Is a re-advert. Applicants who submitted applications and are still Interested in the position need to reapply.

The Permanent Secretary

Ministry of Gender Labour and Social Development Gender and Labour House, Plot 2, George Street

P.O. Box 7136 KAMPALA

Tel: +256 414 347 854

Email: growproject@mglsd.go.ug

Deadline: 1st November 2024

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