Job Title: Officer Administration
Organisation: Uganda Institute of Information and Communications Technology (UICT)
Duty Station: Kampala, Uganda
About Organisation:
Uganda Institute of Information and Communications Technology (UICT) is a Public Tertiary Institution established by Statutory Instrument No. 79 of October 2005. The Institute is under the Ministry of ICT and National Guidance, operated and managed by the Uganda Communications Commission (UCC) the regulator of the Communications Sector in Uganda.
Job Summary: To provide administrative support to the Office of the Institute Secretary, ensuring efficient operations, compliance with institutional policies, and coordination of governance-related activities. The role involves managing office operations, records, correspondence, meetings, and facilitating communication between the Institute Secretary and stakeholders.
Key Duties and Responsibilities:
Administrative Support and Office Management:
- Manage daily administrative operations of the Office of the Institute Secretary.
- Organize and maintain official records, documents, and correspondence.
- Handle confidential information and ensure proper documentation and filing.
Governance and Compliance Support:
- Assist in the preparation of reports, policy documents, and meeting minutes.
- Ensure compliance with institutional policies, regulations, and governance procedures.
- Support the implementation of decisions made by the Governing Council and Management.
Meeting Coordination and Event Management:
- Organize and coordinate meetings, workshops, and official events.
- Prepare agendas, minutes, and follow-up action points from meetings.
- Liaise with relevant departments for logistical arrangements.
Correspondence and Communication:
- Draft and manage official correspondence, emails, and internal communications.
- Facilitate communication between the Institute Secretary’s Office and other departments.
- Respond to inquiries and requests directed to the Institute Secretary.
Records and Information Management:
- Maintain an efficient filing and records management system for the office.
- Ensure accessibility and security of institutional records.
- Support the digitization and archiving of critical documents.
Stakeholder Engagement and Liaison:
- Serve as a point of contact for stakeholders engaging with the Institute Secretary’s Office.
- Facilitate engagement with other departments/sections and other stakeholders.
- Assist in handling legal and regulatory compliance-related tasks.
General Institutional Support:
- Contribute to institutional planning and policy implementation.
- Support in procurement, budgeting, and resource allocation for the office.
- Assist in staff welfare and administrative policy coordination.
E-Filing and Digital Correspondence
- Maintain and update electronic filing systems for efficient document management.
- Manage digital correspondence, ensuring timely responses and proper record-keeping.
- Utilize facility management software to track maintenance requests and operational workflows.
Key Result Areas
- Efficiency in Administrative Operations
- Governance and Compliance Support
- Meeting and Event Coordination
- Records and Information Management
- Stakeholder Engagement and Communication
- General Institutional Support
Qualifications, Skills and Experience:
- Bachelor’s degree in Public Administration, Business Administration, Management, Social work and Social Administration, Human Resource Management or a related field.
- Minimum of 3-5 years of relevant administrative experience, preferably in a higher education institution.
- Knowledge of institutional governance, compliance, and policy implementation.
- Proficiency in office management software and administrative tools.
Skills and Attributes
- Strong organizational and coordination skills.
- Excellent communication and interpersonal skills.
- High level of integrity, confidentiality, and professionalism.
- Ability to multitask and prioritize work effectively.
- Strong analytical and problem-solving abilities.
How to Apply:
Interested candidates should fill the online application form and attach the CV and required documents on this link: Click Here. All inquiries should be through [email protected] or Tel No. 0762944050
Deadline: 31st July 2025
Note:
- The eligible applicants are encouraged to submit before the deadline.
- Hand delivered and or any other applications sent to any other e-mail
- other than filling the link provided above will not be accepted.
- Only shortlisted applicants will be contacted.
- Any form of canvassing will automatically lead to disqualification of a candidate.
- Positions not provided for in this advert or previously advertised and deadline is over should not be applied for.
- All applicants will be considered fairly and equitably, without discrimination based on gender, race, disability, religion, or any other protected characteristic.
- The Institute promotes an inclusive work environment and welcomes candidates from diverse backgrounds to foster innovation and representation.
- Women and persons with disabilities are encouraged to apply, and commits to providing reasonable accommodations during the recruitment process.
- Personal data submitted through applications will be handled securely and used only for recruitment purposes, in compliance with relevant data protection regulations.
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 36