4 Administrative Secretary Job Vacancies – Kyambogo University
Job Title: Administrative Secretary (4 Job Vacancies)
Organization: Kyambogo University
Duty Station: Kampala, Uganda
Reports to: Head of Department
About US:
Kyambogo University is the second largest Public University in Uganda. Since its formation in 2003, the University has established itself as one of the leading Universities in Uganda offering a number of academic programmes in line with vocational education, teacher training, hands-on engineering, special needs training, social sciences, pure and applied sciences, entrepreneurship and management that meet the Market remands and development needs of the Country. The Strategic Focus Areas of the University include: Teaching Learning; Research, Innovation and Knowledge Generation; Physical Infrastructure, Facilities and ICT Development; Institutional Development and Strategic Marketing.
Job Summary: The Administrative Secretary will be responsible for general office administration and management of meetings.
Key Duties and Responsibilities:
- Maintain and organize the office in an orderly manner.
- Typeset, receive, sort, distributing in-coming mails and general correspondence to appropriate officials.
- Dispatch, retrieve and supervise outgoing mails both internal and external.
- Organize meetings and conferences and compile and submit reports accordingly.
- Draft letters and respond to correspondences as instructed.
- Ensure that relevant documents for meetings and speeches are organized and produced on time and ensuring timely work and information flow to and from the office.
- Arrange the Head of Departments appointments for meetings within and outside the University.
- Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
- Oversee the maintenance, storage, security and retrieval of files and documents to ensure that they are properly filed and readily available for use when needed by the relevant officers.
- Schedule appointments and screening requests for meetings, synchronizing and updating the University Secretary on the diary and schedules.
Key Outputs:
- Office organized and maintained.
- Receive and dispatch mails and correspondences to appropriate offices.
- Meetings organized.
- Letters drafted and correspondences responded to as instructed.
- University Secretary’s meetings arranged.
- Local and international travel arrangements prepared.
- Retrieval and security of files and documents maintained.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Secretarial Studies from an institution recognized by the National Council for higher Education.
- Three (3) years working experience in secretarial duties in a reputable organization
- Excellent communication and interpersonal skills;
- Computer literate with excellent document production skills and have knowledge appropriate proficiency in shorthand.
How to Apply:
All suitably qualified and interested persons who meet the minimum requirements should submit their applications together with the following:
- A detailed and up-to-date Curriculum Vitae.
- Certified copies of academic transcripts, certificates, and professional qualifications, appointment letters, and in case of health workers; registration certificates and valid practicing license from relevant professional bodies.
- Names and addresses of three referees.
- Copies of the National Identity Card, birth certificate or copies of relevant pages of the passport and National ID indicating the applicant’s date of birth.
Applications should be addressed to:
Director Human Resources,
Kyambogo University,
Second Floor, Administration Block (Records Office)
P.O. Box 1,
Kyambogo, Kampala. Uganda
Deadline: 29th June 2018
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