Job reference: MUNI NEW ADVERT: REF/MU/ADM/1.2/2022
Number of Posts (1 Post)
Salary Scale: (M12)
Responsible to: Head of Department
Responsible for: Office Attendant
Terms of employment: Permanent and on 6 months’ probation where applicable
PURPOSE OF THE JOB
To provide Secretarial, administrative and office managerial services to the Office of the University Secretary. The successful candidate shall be deployed in the Kampala Liaison office.
KEY FUNCTIONS
• Takes and transcribes dictation and produces the work accordingly.
• Receives and disseminates correspondences, mails and other information for the University Secretary’s office.
Drafts appropriate correspondences and submit them to the responsible authority for authentication and timely dispatch.
• Provides support in arranging meetings that directly fall under the ambit of the University Secretary’s office.
• Attends to all visitors by ascertaining the nature of business and directing them to appropriate offices.
• Oversees the filing, maintenance, storage, security and retrieval of files and documents.
• Schedules appointments, synchronizes and updates the diary and screens requests for meetings.
Attends to telephone inquiries, handles out-going and in-coming mails and faxes.
• Requests, manages and accounts for office equipment, materials and imprest.
KEY OUTPUTS
• Secretarial duties carried out.
• Clients attended to and directed to appropriate offices.
• University Secretary’s dairy kept up-to-date.
• Office equipment requisitioned and managed.
• Imprest requisitioned, managed and accounted for.
PERSON SPECIFICATIONS
• Should have a Diploma in Secretarial Studies or information Management or UNEB Diploma in Secretarial Studies with Business Communication Stage II; Typewriting Stage III (50 wpm); Shorthand Stage II (80/90 wpm) and Office Management or equivalent qualifications from a recognized institution.
• Should have a minimum of three (3) years’ relevant experience with a reputable organization.
• Should have good communication and interpersonal skills.
• Demonstrated computer literacy skills.
• High level of integrity.
MODE OF APPLICATION:
• The application letter should bear the title of the post and the reference number specified against the vacancy.
• Applicants should attach three sets of photocopies of their Academic Documents, Professional Certificates, appointment letters or Certificates of Service, National Identity Card and three recent passport size photographs, a typed and signed CV and any other relevant documents.
• The application must include the applicant’s telephone contact, e-mail address and telephone numbers of three referees.
• An applicant who shall not formally receive communication from the University on completion of the selection exercise should consider themselves unsuccessful.