Summary
Date Posted: Wednesday, June 12 2024, Base Salary: Not Disclosed

JOB DETAILS:
Description
Human Capital Business Solutions (HCBS) Limited is an HR Advisory Firm operating in the countries of Uganda and Tanzania.
On behalf of our client, we are currently seeking a self-directed, experienced and highly motivated individual to join the team as a Secretary (2) to be based in Kampala.

Duty Station: Kampala, Uganda

Job Summary:
The Secretary is expected to operate and perform to the highest professional standards with considerable Independence, Diversity, Initiative and high level organizational skills and knowledge of Company Policies. The Overall Responsibility of the Secretary is to support Management in the fulfillment and Execution of duties to ensure efficient management of the office and effective liaison with external partners, project team and contacts as delegated

Key Duties and Responsibilities:
Human Resource Support:
• Assist generally in the human resource activities for the project staff and consultants (job adverts, interviews, contracts, and staff related updates
• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.
• Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support:
• Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
• Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
• Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated.
• Contribute to maintenance and regular updates of the asset listings.
• Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
• Works with other project staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management:
• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• support to coordinate for staff accommodation.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and proper set-up and logistical preparation of conference rooms or venues for various.

Travels (in-Country)
• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff from other projects and other official visitors
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events
• Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims.

Administrative information:
• Compile, organize, regularly update, and maintain an active and accessible project team information database using BOX and/or other designated platforms.
• Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines.
• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
• Provide secretarial support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports.
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.

Qualifications
• University degree in Business Administration, Secretarial Studies, or related area of study
• At least 3 years relevant work experiences, with administrative tasks
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills
• Strong organizational, interpersonal skills
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Fluency in English is required
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Must be able to work independently while being a strong team player.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

• Candidates who meet the criteria outlined above should submit their applications, resume and academic documents in pdf format with “HCBSU-ES-EXECUTIVE SECRETARY” as the Email subject via recruitment@hcbsltd.com 
Note:
• The deadline for applications is not later than 05:00 pm, Saturday 22nd June 2024.
• Only shortlisted applicants will be contacted. Female Candidates are encouraged to apply.



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