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Job Title:   Secretary

Organisation: United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI)

Duty Station:  Kampala, Uganda

About US:

United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI) seeks to promote harmonious socioeconomic development in the countries of the region through the incorporation, in national planning, of suitable policies and program for crime prevention and criminal justice as a means of reducing the potentially negative side-effects of dysfunctional growth and attendant change, and their human and material costs.

Key Duties and Responsibilities:   The Secretary, under the direction and the authority of the Director-General, shall:

• Be fluent in written and spoken English.
• Work hand in hand with Senior Bilingual Secretary in translating documents either in French or English.
• Take dictation, transcribe and presents accurate and error free work reports.
• Manage records databases through scanning and filing systems.
• Requisition for and manage office stationery and equipment for the Directors’ Offices.
• Serve as a Personal Assistant to the Directors of the Institute.
• Draft official letters, compile and prepare reports, presentations, correspondences, documents, manuscripts and meeting minutes.
• Draw up, monitor appointments and programs for other Directors and reminds them of important tasks and deadlines.
• Coordinate and organize bookings for meetings, events, workshops and conferences by drawing the agenda and taking minutes.
• Plan and organize travels for the Directors domestically, internationally and booking for visas and accommodations.
• Dispatch documents to be sent by courier company.
• Receive incoming mails, telephone calls and supervises outgoing mails by responding, passing on messages or highlighting them for the Director General’s attention.
• Ensure security of office records and documents.
• Remind the Directors of important tasks and deadlines.
• Manage office protocol and media issues.
• Act as the point of contact between the Directors and internal/external clients.
• Guide and supervise secretarial best office practices.
• Ensure cleanliness and orderliness of the Director’s offices.
• Perform any other duties as assigned by the Directors.

Qualifications, Skills and Experience:

• The applicant must hold, from a recognized university, a bachelor’s degree in secretarial studies or bachelor’s degree in information and office management. A diploma in public administration or management will be an added advantage.
• Proficiency in English.
• At least four (4) years’ experience in a reputable organization.
• Excellent interpersonal and communication skills.
• Proficiency in the use of computers, internet and MS Office program.
• Knowledge of office management systems and procedures.
• Outstanding organizational skills and typing skills.
• Age: Candidates below the Age of 45 years should apply.
• Nationality: This job is open to candidates who are Ugandan Nationals.

How to Apply:

Candidates should submit along with their application a copy of the Curriculum Vitae indicating the following (i) Names in Full; (ii) Place and Date of Birth; (iii) Marital Status; (iv) Home Address; (v) Present contact address; (vi) Nationality; (vii) Number of Children (if any); (iii) Secondary and postsecondary education, including dates and names of institutions attended; (ix) Academic and professional qualifications with dates; (x) Working experience with dates; (xi) Extra-curricular activities (xii) Names and addressed of three (3) referees; (xiii) Proposed date of availability for duties if appointed. All applications with supporting documents should be forwarded to the Director General through the address indicated below:

The Director-General

United Nations African Institute for the Prevention of Crime and The Treatment of Offenders (UNAFRI)

P.O. Box 10590 Kampala, Uganda

Email to: unafri@unafri.or.ug

NB: No physical submissions will be accepted at UNAFRI Office.

Deadline: 6th January 2025 at 5:00pm.

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