Embassy Jobs in Kampala; Senior Secretary to the Ambassador and Deputy Head of Missio

Job Title:        Senior Secretary to the Ambassador and Deputy Head of Missio
Job Location:   Kampala, Uganda
Employer:    Embassy of the Kingdom of Netherlands
Job Type:    Full Time

About  Us:
The Netherlands Embassy is situated on the 4th floor of the Rwenzori Courts building, in the city centre of Kampala. The Embassy has two main divisions: a policy department and an operational management department. The policy department consists of two clusters: 1) Security and Rule of Law and 2) Food Security, including economic cooperation. The Embassy is headed by a management team consisting of the Ambassador, the Deputy Head of Mission and the Head of International Affairs.

Job Overview:
The Senior Secretary provides secretarial/clerical support mainly to the Head of Mission and Deputy Head of Mission. He/she is supporting their internal and external relations, requiring an understanding of functional arrangements within the Embassy, the Netherlands Ministry of Foreign Affairs and their outside contacts. He/she understands the importance of external representation and of the information needs of both offices. He/she is able to work independently as well as within a team, has relevant education and experience, is flexible and maintains a high degree of integrity and confidentiality. He/she is also an excellent communicator and has a pro-active attitude. This is an in-country appointment; applicants are expected to be legally allowed to work in Uganda.

Job Requirements:
• A degree in office management, secretarial studies or related field.
• Fluent knowledge of English; knowledge of Dutch is an important advantage for working in a Dutch professional environment.
• At least 8 years of related work experience with reputable and/or similar organisations.
• High degree of integrity, independence and teamwork
• Knowledge of secretarial/clerical and management support procedures.
• Knowledge of filing and documentation techniques.
• Knowledge of computerised word processing.

Job Duties:
• Management of agendas, planning of appointments, and logistics.
• First telephonic point of contact for the Ambassador and his Deputy.
• Processing incoming correspondence (hard and soft copy).
• Coordinating outgoing correspondence for the management team. This includes revising and correcting correspondence where necessary, as well as independently drafting letters and ‘note verbales’.
• Preparation of the agenda, minute-taking and monitoring of action points for embassy staff meetings.
• Maintaining and keeping up-to-date of the Embassy database in Microsoft Outlook
• Maintaining and keeping up-to-date leave planning of Embassy staff.
• Organisation of representational activities (e.g. lunches, dinners, receptions) for the Ambassador and his Deputy, including the organisation of the annual King’s Day event.
• Administrative and logistical support for field visits of the Ambassador and his Deputy.
• Administrative and logistical support for incoming missions.
• Web-editor for the Embassy website (Dutch and English version) and the internal web portal of the Ministry of Foreign Affairs.
• Editor for the Embassy Facebook and Twitter accounts, including active outreach, seeking interesting content independently as well as motivating other colleagues to deliver content on the basis of their activities.
• Maintaining the inventory of promotional materials and gifts.
• Management of the Embassy Social Fund
• Digital archiving of documents.

Deadline Date: 15/05/2014

How to Apply:
Please send only your CV and cover letter with 3 work related referees to the address or e-mail below. All applications shall be marked: “EKN Senior Secretary”. E-mails that exceed 2 MB will be rejected.

People Performance Group
Plot 8 Kitante Close, Kitante

E-mail: application@ppg.co.ug

Note: The completed applications must include a detailed CV with at least three professional referees and copies of relevant academic certificates.
Only shortlisted candidates will be contacted. And No phone calls please.