Administrative Secretary (Personal Assistant) Job Opportunities – National Planning Authority (NPA)
Job Title: Administrative Secretary (Personal Assistant)
Organization: National Planning Authority (NPA)
Duty Station: Kampala, Uganda
About US:
The National Planning Authority (NPA) was established by an Act of Parliament No.15 of 2002 in compliance with article 125 of the Constitution of the Republic of Uganda (1995). Accordingly, it is the principal statutory agency responsible for the management of national and decentralized development planning in Uganda. The primary function of the Authority is to produce comprehensive and integrated development plans for the country elaborated in terms of the perspective Vision, Long and Medium-term Plans.
Job Summary: The Administrative Secretary (Personal Assistant) will provide Secretarial, technical and administrative support to the Office of the Chairperson.
Key Duties and Responsibilities:
- Organizes the Chairpersons official schedule of, meetings, appointments and activities (internal and external)
- Responsible for records in the office of the Chairperson
- Management correspondences and movement of records between the office of the ED, Registry and other offices
- Writing technical papers as instructed by the Chairperson
- Undertake inquiries, research and investigations in Chairpersons areas of interest.
- Answer calls, take electronic messages, direct calls
- Carry out word processing and formatting
- Responsible for all official records in the office of the Chairperson
- In liaison with Management organizes Chairpersons internal and external travels
- Ensure that the staff associated with the Office of the Chairperson are available whenever required and issues affecting such personnel are brought to the attention of management.
- Work hand in hand with the Minute Secretary to ensure availability of the agenda and relevant documents for meetings.
- Circulate agendas, programs and action points to relevant officers
- Collects relevant data and information on various aspects of national development planning and performance;
- Reviews existing materials such as books, newspapers and journal articles, internet resources, published data and create periodic summarized reports;
- Analyses data and information and preparing summarized reports use by the Chairperson;
- Initiates proposals, plans and budgets for the office of the CP;
- Prepares briefs and presentations for the Chairperson
- Undertakes research on topics and areas of interest for the office of the Chairperson
- Liaise with administration in preparation of required logistics or refreshments for meetings as needed
- Ensuring that the office of the Chairperson is conducive for work.
- Keeping safely keys and passwords/ avoiding un authorized access
- Responsible for equipment and furniture in office of the Chairperson
- Any other lawful duties as assigned by the supervisor or higher authorities
Qualifications, Skills and Experience:
- The applicant must hold an Honors degree; in Economics, Development
- Studies, Secretarial Studies, Administrative and Secretarial Science, management studies, or related field relevant field to the responsibilities of the office.
- Master’s in Public Administration and Management, Secretarial Studies, or related qualifications in relevant field
- Six years of secretarial work, policy-oriented research, project implementation and management, report writing, data collection and analysis in a reputable development-oriented Demonstrated varied experience and substantive knowledge in a busy institution/organization involving management and administration of cross-functional activities
- Experience in research and writing of papers will be of added advantage
- Industrious and self-driven
- Swift and ready to work under pressure and for long hours
- Good track record of high Integrity Computer literacy
- Strong interpersonal and communication skills
- Must be result oriented Strong team player with leadership skills
- Age: 25-40 years
Desired:
Executive Assistants or Personal Assistants trainings and certification in fields relevant to the job.
Evidenced knowledge in data analysis and research methods, team building, monitoring and evaluation,
Membership to a professional body or association associated with the job.
How to Apply:
All suitably qualified and interested applicants are encouraged to send two sets of applications with detailed curriculum vitae, including phone and email contacts; photocopies of academic and professional certificates and transcripts addressed to:
The Executive Director,
National Planning Authority,
P.O. Box 21434 Kampala Uganda;
Planning – House Plot 17 Clement Hill Road.
Note:
- The preferred method of applications’ is recorded delivery through the NPA Front Desk / Reception. However, candidates using post office should post early enough to avoid late deliveries and retrievals from post office beyond the closing date.
- Shortlisted candidates shall be notified through their email addresses and or phone contacts indicated in their applications or CVs.
- Academic documents for the successful candidates will be vetted their authenticity and background checks conducted before considered for appointment into the Authority.
Deadline: Friday 8th November, 2019 at 16:55 hours.
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