Vacancy title:
Senior Personal Secretary

Jobs at:
Local Government Finance Commission

Deadline of this Job:
31st July 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:
Applications are invited from suitably qualified, serving Public Officers in Ministries/Departments/ Agencies and Local Governments to fill the post of Senior Personal Secretary.
Reports to: Commission Chairperson
Directly Supervises: Office Assistants in the office
Main purpose: To provide Secretarial, administrative, office managerial and public relations services to the commission

Key Outputs:

• High quality secretarial services provided
• High quality office managerial service provided
  Salary Scale: LGF-6

Key Activities

• Provides Secretarial Services which includes: In conjunction with relevant officers, drawing up and monitoring appointments and programmes;
• Taking dictation, transcribing and presenting accurate and error free work;
• Attending to callers, either in person or on telephone;
• Receive and Disseminate correspondences, mails and other information for the office plus making and following up on appointments;
• Ensure timely responses to inquiries and correspondences to and from office;
• Receiving incoming email and supervising the dispatch of outgoing email.
• Organizing meetings, taking minutes and conveying the decisions of such meetings to the relevant offices;
• Carries out researches, prepares and writes articles and press statements for the Chairperson for the media;
• Ensuring that the relevant documents for meetings and speeches are produced on time and properly organized;
• Drafting letters of routine nature

Provides Office Managerial services which includes:

• Ensuring cleanliness and orderliness of the office;
• Managing records in accordance with established security and records management procedures;
• Flequisitioning and managing office stationery and equipment.
• Supervising the Secretarial and Office Assistants

PERSON SPECIFICATIONS
Qualifications

• A Bachelor's Degree in Secretarial Studies IB.SES), or equivalent qualifications from a recognized awarding institution;
• An additional qualification in office management and or public relations, mass communication is an added advantage.

Experience

• At least Three (3) years experience as Personal Secretary is required.

Competences
Technical

• Computer skills using several Micro-office packages such as Word, PowerPoint, Excel and Database Management.
• Knowledge of using various office machines like fax, photocopiers and audio equipment;
• Knowledge of Kiswahili or French or Germany or Arabic
• Knowledge of Records and Information Management;

Behavioral

• Ethnics and Integrity
• Concern for standards
• Good Communication Skills
• Public Relations and Customer Care
• Team Work
• Confidentiality; and
• Time Management.

Job application procedure
Application should be submitted to the Secretary, Local Government Finance Commission, P. O. Box 23143, Kampala to be received not later than 31st July 2018.