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Job Summary
Job Title:
Secretary
Employer:
Office Of The Prime Minister
Location:
Kampala, Uganda
Country:
Contract Type:
Full-time
Job Category:
Administrative jobs
Number of Positions:
1
Deadline:
Friday, 5 July 2024
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Secretary job at Office Of The Prime Minister | Apply Now
Kampala, Uganda
The Office of the Prime Minister (OPM) of Uganda is a government agency tasked with coordinating the implementation of government policies and programs, ensuring efficient service delivery, and promoting national development. Its mission is to enhance the well-being of Ugandans by providing leadership in policy coordination and strategic interventions.
The OPM has earned recognition for its critical role in national governance and emergency response, especially during times of disaster relief and national crises. Its work culture is built around collaboration, accountability, and dedication to public service, offering a dynamic environment for employees committed to the country's development. Job opportunities are available periodically, with positions for both administrative and specialized roles in public service.
The OPM has evolved significantly since its establishment, becoming an instrumental body in Uganda’s governance framework, especially in areas such as disaster management, policy implementation, and humanitarian efforts. It is committed to innovation, constantly refining its approach to public administration and service delivery through technology and data-driven solutions.
With its vast reach across Uganda’s regions, the OPM is influential in every sector of the economy, addressing the most urgent issues facing the country. Its core values of integrity, service, accountability, and respect for human rights are central to its operations. The Office of the Prime Minister is also involved in several corporate social responsibility initiatives, primarily focusing on humanitarian aid, disaster relief, and supporting sustainable development. For more information, visit their website at www.opm.go.ug
Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Secretary job at Office Of The Prime Minister
Full-time
Deadline:
5 Jul 2024
Secretary job at Office Of The Prime Minister
Office Of The Prime Minister
Job Description
Duties, Roles and Responsibilities
Qualifications, Education and Competencies
By effectively performing these duties, a Secretary ensures the efficient functioning of the office, supports staff, and contributes to the overall productivity and effectiveness of the organization.Applications should be addressed to the Permanent Secretary, Office of the Prime Minister, P.O. Box 341, KAMPALA.
All application letters should include: Copies of Academic Certificates, Record of experience, detailed Curriculum Vitae(CV), Personal Contact addresses e.g. phone contacts, e-mail addresses, and a recent passport photograph of the applicant and contacts of three referees.
The applicant should be a person of high moral character and integrity, willing to work in remote rural settlements and should apply for only one (1) Post.
All applicants must quote the Reference Number of the post advertised, indicate the reference number on the top left hand side corner of the application letter, envelop, seal it and submit the application to the Human Resource Management Department, Open Registry 3rd Floor, Office of the Prime Minister.
Only Certified Transcripts and Certificates will be considered.
Applicants should access the details of each post including person and job specifications from the OPM Website at www.opm.go.ug or Office of the Prime Minister Headquarters, 1st Floor Notice Board or from all Regional Refugee Desks.
See all details of the qualifications, competencies and education for this role under the "How to Apply" section below.
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Administrative Support:
Clerical Tasks: Performing general clerical duties such as typing, filing, photocopying, faxing, and mailing.
Document Management: Creating, maintaining, and organizing files, records, and documents.
Data Entry: Accurately entering data into computer systems and databases.
Communication:
Answering Phones: Answering, screening, and directing phone calls to the appropriate staff members.
Correspondence: Drafting, proofreading, and managing incoming and outgoing correspondence, including emails, letters, and memos.
Greeting Visitors: Welcoming and directing visitors, ensuring they are attended to promptly and courteously.
Scheduling and Coordination:
Appointment Scheduling: Scheduling and coordinating meetings, appointments, and events for executives and staff.
Calendar Management: Managing and updating calendars, ensuring there are no scheduling conflicts.
Meeting Preparation: Preparing agendas, minutes, and materials for meetings, as well as setting up meeting rooms and arranging equipment.
Travel Arrangements:
Travel Coordination: Making travel arrangements for executives and staff, including booking flights, hotels, and transportation.
Itinerary Preparation: Preparing detailed travel itineraries and ensuring all travel documents are in order.
Office Management:
Supply Management: Monitoring and maintaining office supplies inventory, and placing orders when necessary.
Equipment Maintenance: Ensuring office equipment is functioning properly and arranging for repairs as needed.
Organizational Tasks: Keeping the office environment organized and presentable.
Support to Executives:
Executive Assistance: Providing direct administrative support to senior executives, including managing their schedules and communications.
Confidential Tasks: Handling confidential and sensitive information with discretion and maintaining confidentiality.
Documentation and Reporting:
Report Preparation: Preparing reports, presentations, and other documents as required.
Record Keeping: Maintaining accurate records of meetings, decisions, and other important activities.
Data Management: Organizing and managing electronic and physical documents and ensuring they are easily accessible.
Customer Service:
Client Interaction: Interacting with clients and stakeholders, addressing inquiries, and providing information as needed.
Problem Resolution: Handling customer complaints and resolving issues in a professional manner.
Project Assistance:
Special Projects: Assisting with special projects and tasks as assigned by supervisors or executives.
Research: Conducting research and gathering information to support project activities and decision-making.
Financial Tasks:
Expense Reporting: Assisting in the preparation and submission of expense reports.
Billing Support: Handling billing and invoicing tasks as required.
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
Education and Qualifications:
High School Diploma: A high school diploma or equivalent is typically required.
Post-Secondary Education: Additional training or education in office administration is beneficial.
Certifications: Professional certifications such as Certified Administrative Professional (CAP) can be advantageous.
Experience:
Relevant Experience: Previous experience in an administrative or secretarial role is often preferred.
Industry-Specific Experience: Experience in specific industries (e.g., legal, medical) may be beneficial for specialized secretarial roles.
Skills and Competencies:
Computer Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant applications.
Communication Skills: Excellent verbal and written communication skills.
Organizational Skills: Strong organizational and time-management skills to handle multiple tasks and prioritize effectively.
Attention to Detail: Keen attention to detail to ensure accuracy in tasks such as data entry and document preparation.
Customer Service: Good interpersonal skills and a professional demeanor to provide excellent customer service.
Personal Attributes:
Reliability: Dependable and punctual, with a strong work ethic.
Adaptability: Ability to adapt to changing tasks and priorities.
Team Player: Willingness to work collaboratively with colleagues and support team efforts.
Physical Requirements:
General Health: Good physical health to perform tasks such as filing, stocking supplies, and operating office equipment.
Mobility: Ability to move around the office and handle light lifting as required.
APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.Applications should be addressed to the Permanent Secretary, Office of the Prime Minister, P.O. Box 341, KAMPALA.
All application letters should include: Copies of Academic Certificates, Record of experience, detailed Curriculum Vitae(CV), Personal Contact addresses e.g. phone contacts, e-mail addresses, and a recent passport photograph of the applicant and contacts of three referees.
The applicant should be a person of high moral character and integrity, willing to work in remote rural settlements and should apply for only one (1) Post.
All applicants must quote the Reference Number of the post advertised, indicate the reference number on the top left hand side corner of the application letter, envelop, seal it and submit the application to the Human Resource Management Department, Open Registry 3rd Floor, Office of the Prime Minister.
Only Certified Transcripts and Certificates will be considered.
Applicants should access the details of each post including person and job specifications from the OPM Website at www.opm.go.ug or Office of the Prime Minister Headquarters, 1st Floor Notice Board or from all Regional Refugee Desks.
