Jobs at: Ministry of Education and Sports

Vacancy title: Project Secretary and Administrator

Deadline of this Job: 5pm, Friday 30th September 2016

Duty Station: Kampala, Uganda

Job details: BACKGROUND
The Government of Uganda through Ministry of Education Sports has received a credit from the World Bank/ International Development Association (IDA) as support towards the implementation of skills development projects. These projects include; Albertine Region Sustainable Development Project (ARSDP) which covers Skills Access and Upgrade for Uganda Skills Development Project (USDP). Overall oversight and guidance of projects‘ components implementation lies with the Ministry of Education and Sports coordinated and supported by a project coordination unit with a number of specialists already in place. The government of Uganda also provides counterpart funding to support activities of these projects. The Ministry of Education and Sports now invites suitably qualified Ugandans with qualifications and experience, to fill the positions of Deputy Project Coordinator and Project Secretary/Administrator. The assignment shall be for a period of two years subject to renewal satisfactory performance and project life span.

POSITION: PROJECT SECRETARY AND ADMINISTRATOR
LOCATION: KAMPALA. UGANDA
REPORTS TO: Project Coordinator (PC)

JOB PURPOSE
The Project Secretary/Administrator shall co-ordinate and provide secretarial administrative support to the Coordinator and project teams.

KEY RESULT AREAS

• Developing strategies to maintain proper records of project staff, equipment, furniture and other assets 
• Designing mechanisms to manage efficiently and effectively meeting arrangements 
• Developing Strategies to manage properly all forms of communications (emails. letters telephone calls etc) and correspondences related to projects and the department 
• Developing strategies for proper and user friendly filing and document control system for recording and tracking of all documents for the project team and TVET related activities 

SPECIFIC DUTIES AND RESPONSIBILITIES

• Manage formal correspondences, telephone calls, emails and other correspondence on behalf of the entire project team: 
• Manage meetings including correspondence with potential partners: room bookings, coordinating catering requirements, preparing of logistics, typesetting of presentation material and supporting of presenters: 
• Provide full secretarial and administrative support to the project team related activities to ensure the smooth running of the project operations 
• Maintain records of project and assist in their movements internally and externally 
• Maintain an inventory of project equipment, furniture and other assets and ensure their proper custody 
• Take minutes of meeting and maintain records for the operations and project team and coordinate follow up action 
• Develop and maintain document control systems for the efficient project management 
• Maintain a proper and user friendly filing and document control system for recording, easy retrieval and tracking of all documents for the project related activities 
• Support the project team in daily administrative roles and assist to keep stock of stationary supplies for the projects 
• Perform data-entry, recording, printing and filing duties 
• Coordinate travel arrangements inclusive of air-ticketing, booking of hotel accommodation, visa arrangements, claims for any member of the project team: 
• Assist in checking and verification of staff claims and invoices for project team 
• Prepare and raise purchases requisition for purchase of office equipments for new staff and replacement of old office equipment 
• Any other duties assigned from time to time by the Project Coordinator 

MINIMUM QUALIFICATIONS

• Minimum of a Bachelors’ Degree in Secretarial Studies. Business Administration, Management or equivalent qualifications. 

EXPERIENCE AND SKILLS

• At least 6 years working experience three of which should have been in project secretarial, management/administrative responsibilities with a reputable organization. 
• Demonstrated experience of working on confidential matters 
• Demonstrated proficiency in using Microsoft Outlook, Word. Excel and PowerPoint 
• A proven integrity record 

Job application procedure Applications should be addressed to:
The Permanent Secretary. Ministry of Education and Sports and delivered to the office of Commissioner Human Resource Management. 4th Floor Room 10 Embassy House Ministry of Education and Sports not later than 5pm, Friday 30th September 2016.
NB. More information can be obtained at www.education.go.ug