Job Tittle: Administrative Assistant
Department : Principals Office
Grade: UICT 08
Reports to : Deputy Principal
Supervisees : Nil Contract period: 5 years
Main Purpose:
To provide effective and quality administrative and secretarial services for day-to-day operations for the Deputy Principal’s Office.
Duties and Responsibilities
Provide general administrative support to the Deputy Principal’s office to ensure efficient day-to-day operations and maintain the corporate office by certifying its cleanliness and smooth running.
1. Receive and guide clients/visitors in the office of the Deputy Principal and follow through to ensure that all requests have been concluded.
Receive and attend to all incoming and outgoing correspondences, e-mails/telephone calls in the Office of the Deputy Principal.
Maintain accurate manual and digital filing system in the office of the Deputy Principal through proper record keeping, retrieval, retention, dissemination, and archive of digital/manual files.
Manage and maintain a manual and automated office Diary for the Deputy Principal by Scheduling and responding to appointments in the calendar for visitors, students, meetings, travels / accommodations, retreats, workshops, seminars, and conferences.
5. Provide full secretarial services to the Deputy Principal and coordinate examinations, academic board, drafting correspondences, invoices, memos, notices, and emails.
Schedule and coordinate meetings by standard procedures and ensure meeting documents are digitally uploaded with meeting/documents links, write/disseminate minutes/matters arising and make follow up on meeting action points with members.
7. Perform other related duties as assigned to you.
Key Result Areas
1. General administrative support provided and office cleanliness certified.
2. Students’/client’s requests received and answered.
3. Incoming and outgoing correspondence received and attended to.
4. Accurate manual and digital filing records system maintained.
5. Manual and automated office diary managed.
6. Reports, memos, notices, and minutes, produced and maintained.
7. meetings are coordinated and managed by standard procedures.
Person Specifications A. Academic Qualification
Minimum of Diploma in Secretarial Studies, Office Management, Arts or equivalent or Bachelors’ degree in Administrative and Secretarial Studies, Arts in a relevant field from a recognized Institution.
B. Experience
Must have a minimum of three (3) years’ experience working as an Administrative Secretary /Administrative Assistant or related portfolios in a busy environment.
C. Skills and Attributes
a) Excellent verbal and written communication skills.
b) Excellent interpersonal and customer service skills
c) Proficient in Microsoft Office applications of related software.
d) Excellent organization skills and attention to detail.
e) Basic understanding of clerical, administrative, and secretarial procedures and systems such as record keeping and filing.
f) Ability to work independently.
Interested candidates should submit to the email below indicating their telephone and email address to the Institute Secretary, P. O. Box, 7187, Nakawa Kampala, on bettes.nyongyera@uict.ac.ug not later than Monday, 22nd April, 2024 at 5.00 pm.
The email should indicate the position applied for in the subject line and the attachment should either be PDF or Microsoft Word document.
Attach detailed curriculum vitae indicating two professional and one-character referees indicating their contacts and valid email address, certified copies of transcripts and certificates cited in the CV, proof of previous employment, and a copy of National Identification.
Note:
• Applications and documents submitted in picture format shall not be considered.
• Applications sent and received above 5:00 pm will not be considered.
• Only shortlisted applicants will be notified.
• Any form of canvassing will automatically lead to the disqualification of a candidate.
• Positions not provided for in this advert or previously advertised and the deadline expired should not be applied for.