The Ugandan Jobline

• 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.
• Receive and sort mails, collecting and
  distributing mails to respective offices. Confirm receipt of mails or
  documents
• Responsible for keeping the reception tidy
• Photocopying and filling and maintaining
  attendance register.
• Arrange travel reservations for office
  personnel.
• Schedule and confirm appointments for
  clients, customers, or supervisors.
• Set up and maintain paper and electronic
  filing systems for records, correspondence, and other material.
• Take dictation in shorthand and transcribe
  information.
• 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
• Process all matters of general office
  administration and staff matters and administer daily office operations
  and coordinate logistic requirements
• Coordinate and organize meetings including
  venues, facilities, document preparation and catering.
• Prepare attendance register for participants
  in workshops or conferences
• Support drafting, editing and finalizing
  reports and correspondences.
• Prepare, type, and distribute meeting
  notes, routine correspondence, and reports.
• Ensure that all documents, correspondences
  are appropriately and securely filed meticulously.
• Formulate and implement/administer Human
  Resource procedures, and monitor their effectiveness.
• Follow up all service contracts e.g.
  security services, cleaning services etc under the PCU to ensure that they
  are implemented in accordance with the terms therein, and renewed on time.
• Identify and rationalize career and
  training opportunities/needs for project staff.
• Make sure all Human Resource data types
  and reports are continually kept up-to-date.
• Keep an inventory of the equipment and
  goods for the project.
• Perform any other duties incidental to the
  above as may be assigned by the Project Coordinator from time to time.

• Well Maintained staff files and office
  records that are complete and accurate
• Up to date stores register.
• Workshops, conferences and meetings are
  well coordinated
• Tasks accomplished within deadlines.
• Feedback from Stakeholders and Staff
  demonstrates effective and courteous communication skills

• The candidates should hold an honour’s bachelors’
  degree in Administrative & Secretarial Science, Social Sciences,
  development studies, Business Administration, Management or a related
  field. A post-graduate qualification in human resource management, project
  planning & management, business administration, stores/logistics
  management, secretarial is an added advantage.
• Be knowledgeable in modern Office systems
  and must be computer literate.
• Be highly familiar with efficient working
  environment where targets must be met timely, and there may need to work
  long hours; for example under a Donor funded project
  Coordination/Implementation unit. s
• Excellent communication, negotiation and
  interpersonal skills.
• Possess the ability to plan, organize,
  solve problems, implement, monitor and evaluate tasks and to deliver
  outputs to meet required deadlines; ability to relate well with a
  multiplicity of stakeholders; self-motivated and team worker, and of
  demonstrable and unquestionable level of integrity.
• Ability to work with minimal supervision.
• Excellent drafting, report writing and
  communication skills
• Strong ability to organize and prioritize
  workloads, meet deadlines and targets.
• Proven ability to work as a team
  leader/team member.
• Computer literacy skills i.e. knowledge of
  Microsoft Office, email and Internet is essential
• Must have a typing speed of at least 40
  words per minute.
• Proven integrity and confidentiality in
  handling public resources and in executing duties as demonstrated by the
  letters from the referees

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