Job Grade : OAG-9
Job Reference : ADM/56/136/01 Vol.7 [03/22]
MAIN PURPOSE OF THE JOB:
Provide secretarial services, receive correspondences, maintain office environment, fix appointments and make follow-ups to support Supervisors and other staff effectively and efficiently.
DUTIES AND RESPONSIBILITIES:
1. Receive and Disseminate Correspondences and Other Information for the Office Custodian of Files
Provide support in the efficient provision of secretarial services to the Supervisors, and prepare agendas, co-ordinate the production of papers, minutes and keep/retrieve records.
• Provide efficient and effective correspondences, and other information received and disseminated for the office.
• Organise/attend meetings, taking minutes and circulating decisions from the meetings to the relevant action offices.
2. Maintain the Environment of the Office of the Auditor General
Perform routine check-ups in the office environment and ensure clean and secure surroundings. Deliver a comprehensive range of support activities, proactively troubleshooting and resolve issues which arise.
• Perform routine check-ups and account for office equipment and materials and keep records, within the Office of the Auditor General Office environment.
3. Customer Service
• Attend to visitors/calls and direct them to the rightful Officers they may need to meet/talk to.
• Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Supervisors and visitors.
4. Schedule Appointments and Deadlines
• Schedule/maintain, and follow-up on appointments and communicate any changes made.
• Assist in ensuring that demanding workload is appropriately prioritized and all deadlines are met.
5. Process all the Work Assignments
• Organise and store paperwork, documents and computer-based information that may be relevant for the operation.
• Photocopy and print various documents, sometimes on behalf of other colleagues.
Type, prepare and collate reports and manage database systems.
• Coordinate work, activities within the department within a stipulated time/deadline.
6. Supervise and Develop Staff.
• Set the performance targets together with staff under supervision and carry out performance appraisal for the team.
• Mentor and coach the team.
KEY PERFORMANCE INDICATORS:
• Accurate calendar/ dairy submitted.
• Meetings with accurate information of attendance and minutes filed.
• Good customer services.
• Clean and secure office environment.
• Correspondences circulated to the relevant Officers.
JOB SPECIFICATIONS:
Qualifications:
Applicants should be Ugandans aged 35 years and below, holding a Diploma in Administrative and Secretarial Science, Secretarial Studies, Office Management or in any other related field.
Experience:
Atleast two years working experience as Pool Stenographer/Secretary in a public or other reputable organization.
KNOWLDEGE,SKILLS AND ATTRIBUTES:
KNOWLEDGE
• Office administration
• Secretarial functions
• Report preparation
SKILLS and ATTRIBUTES
• Communication skills.
• Team player.
• Linguistic Analytical Ability
• Collaborative
• Planning and organising ability
• Client centric
• Digital literacy skills.
• Confidentiality
• Time management.
• Quality focussed
• Calm
Applications must be accompanied by:
• Detailed typed curriculum vitae which clearly supports the competencies required above. Copies of academic qualifications, professional training certificates and proof of employment history.
Names of three (3) referees and their contacts.
• A recent passport size photograph attached to the application form.
Applications must be made in triplicate and submitted on OAG application form, which
can be obtained from the OAG Website.
Applications received shall be acknowledged by the Office.
The deadline for receiving applications is 19th December, 2022 at 5:00pm. Late submission shall not be considered.
Applications must be addressed to:
The Auditor General
Office of the Auditor General
Audit House, Plot 2C, Apollo Kaggwa Road
P. O. Box 7083,
KAMPALA
John F.S. Muwanga AUDITOR GENERAL