Secretary Job Vacancy at The Inter University Council for East Africa

Job Title: Secretary
Job Location:  Kampala, Uganda
Employer: The Inter University Council for East Africa (IUCEA)
Reports to: Principal Human Resource and Administration

About IUCEA:
The Inter University Council for East Africa (IUCEA) is a strategic institution of the East African Community (EAC) responsible for coordinating the development of human resources and research in the region. IUCEA is located in Kampala, Uganda. It is charged with a number of responsibilities, among them being to coordinate higher education support systems in the EAC Partner States ( Burundi, Kenya, Rwanda, Tanzania and Uganda ), which include student and staff exchange programmes, research support programmes, quality assurance, and other higher education harmonization systems. The vision is for IUCEA becoming an EAC strategic institution responsible for promoting, developing and coordinating human resources development and research in the region. IUCEA operates under the Inter-University Council for East Africa Act 2009.

Job Overview:
The Successful candidate will mainly offer secretarial services in IUCEA Divisions

Job Requirements:

•      'O' Level Certificate in addition to a Diploma in Secretarial Studies and Certificate in Computer Studies covering Microsoft Office
•     A minimum of five years’ experience, with minimum one year of experience managing a departmental Office
•     Skills in typing of at least 40 wpm and shorthand 60 wpm are necessary
•     Excellent communication skills with good command of English and Kiswahili, outgoing, interpersonal relations and customer oriented.
•     She/he should be a team player, proficient in the use of computer application packages and able to withstand pressure of work.

Job Duties:

•     Oversee office and secretarial services, such as typing and operating computers; checking typed work for correctness and proper layout; drafting letters and other correspondences
•     Maintain supervisor's dairy and calendar and respond to correspondences as agreed by the supervisor
•     Quickly respond to and direct incoming/outgoing calls and mails;
•     Liaise with Registry in regards to incoming and outgoing mails/ correspondences
•     Arrange for timely requisition of office supplies and stores
•     Proactively facilitate information sharing between various Divisions/Units/Sections
•     Coordinate departmental functions with other offices/sections
•     Receive and attend customers/visitors and direct them appropriately
•     The Secretary will operate photocopier, fax machines and other office machines
•     Maintain good customer relations with Divisions/Units/Sections employees, customer and the general public
•     Arrange appointments and meetings as directed by the Supervisor
•     Create and maintain appropriate records and filing sub-system for the Office
•     Maintain and update names, addresses and telephones numbers of clients
•     Take dictation, transcribe and draft correspondence and memoranda etc.
•     Follow-up on deadlines, commitments made, actions taken and coordinate collection and submission of reports to the supervisor
•     Perform any other duties as may be assigned by the Management from time to time

Key Performance Areas:

•     Travel and office supplies records
•     Timely response to customers/visitors/ employee enquiries/ needs
•     Office diary well maintained and updated
•     Draft responses to correspondences as agreed with the supervisor
•     Logs of appointments and meetings arranged and facilitated; filling sub-system for the Office in place
•     Incoming and outgoing correspondences registered

Deadline Date: 15/06/2014

How to Apply:
The applicant should prepare 6 copies using the EAC Format, see here, which should be submitted together with curriculum vitae, copies of both academic and professional certificates and testimonials, names and addresses of three referees, and day time telephone/cell phone numbers, quoting the reference number of the position on the envelope. The complete applications can be sent by registered mail, by hand or courier and dispatched to the undersigned.
Executive Secretary Inter - University Council for East Africa 3rd Floor,
East African Development Bank Building Plot 4 Nile Avenue,
P.O. Box 7110, Kampala, Uganda.

Note: If you do not hear from us by 31st July 2014, please consider yourself unsuccessful. Only short-listed candidates will be contacted