EAC Admin Jobs – Senior Personal Secretary Job Opportunity – Inter University Council for East Africa (IUCEA)

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Organization: Inter
University Council for East Africa (IUCEA)
Duty Station:
Kampala, Uganda
Reports to: Executive
Secretary
About US:
The Inter University
Council for East Africa (IUCEA) is a strategic institution of the East African
Community (EAC) responsible for coordinating the development of human resources
and research in the region.  IUCEA is charged with a number of
responsibilities among them being to coordinate academic and research
activities jointly undertaken by Partner states and member university
institutions.  The main objectives of IUCEA are to (i) facilitate
networking among universities in East Africa, and with universities outside the
region; (ii) provide a forum for discussion on a wide range of academic and
other matters relating to higher education in East Africa; and (iii) facilitate
maintenance of internationally comparable education standards in East Africa so
as to promote the region’s global competitiveness in higher education.
Key Duties and Responsibilities:  
  •  The Senior Personal Secretary will be managing the Executive
    office, providing secretarial services and ensuring security of the office
    and information
  • Providing administrative support for official travel arrangement,
    including itinerary, clearance, tickets and other necessary documents for
    the Office and all Divisions
  • The incumbent will be arranging for timely requisition for office
    supplies and stores
  • In charge of facilitating information sharing between various
    Offices and stakeholders
  • Preparing high quality briefing materials for meetings and
    appointments and taking minutes and dictation
  • Coordinating office functions with other Executive offices/Divisions
  • In charge of receiving, attending to and direct customers/visitors
    appropriately
  • Responsible for managing and updating Office diary, draft responses
    to correspondences and arranging for appointment and meetings as agreed
    with the Executive
  • Maintaining good customer relations with employees, customer and the
    general public
  • Arranging appointments and meetings as appropriate, including
    arranging agendas and programmes for meetings under the Executive’s docket
    and make follow-up on deadlines, commitment made and action taken
  • Creating and maintaining appropriate record and filing sub-system
    for the Office
  • Responding to/directing incoming/outgoing calls/mails and liaise
    with the Registry in regard to incoming and outgoing correspondence
  • In charge of transcribing and drafting official correspondences,
    memoranda etc.
  • Responsible for recommending appropriate system for streamlining
    office operation
  • Performing any other duties as Management may assign from time to
    time
Key Performance Indicators:
·        
Travel
and office supplies records
·        
Timely
response to customers/visitors needs
·        
Office
diary well maintained and updated
·        
Draft
responses to correspondences as agreed with the Executive
·        
Good
customer relations with employees, customer and the general public
·        
Logs of
appointments and meetings arranged and facilitated
·        
Filing
sub-system for the Office in place
·        
Incoming
and outgoing correspondences register
·        
Records/Minutes
of dictations, meetings, transcriptions and correspondences

Qualifications, Skills and Experience: 
·        
The
applicant must hold a Bachelor’s degree in Secretarial Studies
·        
Possession
of a Diploma in Computer Studies covering Microsoft office will be added
advantage.
·        
At least
ten years’ experience, with five years’ experience managing an Executive Office
·        
Also
skills in typing of at least 80wpm and shorthand 120wpm
How to Apply:
All suitably qualified
and interested candidates should send their following application letters
should be accompanied with the following:
·        
Certified
copies of the applicants degree awards
·        
Up to
date and comprehensive Curriculum Vitae
·        
Addresses
of three referees, one of which should be the current immediate supervisor
Applications should
be marked “APPLICATION FOR THE POST OF ………..Title of Position….” in hard copy
(by hand or courier) addressed to:
The Executive
Secretary, 
Inter-University
Council for East Africa
Plot M833, Kigobe
Road
Kampala, Kyambogo
P.O. Box 7110,
Kampala, Uganda
Deadline: 18th May 2018
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