Personal Secretary
| Location | Kalaki, Uganda |
| Date Posted | February 11, 2020 |
| Category |
Government
Management Secretary |
| Job Type |
Full-time
|
| Currency | UGX |
Description
Post Title : Personal Secretary
Salary Scale : U4
Reports to : Chief Administrative Officer/Town Clerk
Responsible for : Stenographer Secretary
Job Purpose
To provide Secretarial, administrative and office managerial services.
Key Outputs
i. Dictation taken, transcribed and error free work produced;
ii. Correspondences, mails and other information for the office received and disseminated;
iv. Clients received and guided to relevant offices;
v. Telephone calls attended to on the third ring;
vi. Appointments fixed and followed up;
vii. Office cleanliness and orderliness maintained;
viii. Office equipment, materials and imprest managed and accounted for; and
ix. Performance of Secretarial staff appraised and Support staff supervised.
i. Taking and transcribing dictation and producing error free work;
ii. Receiving and disseminating correspondences, mails and other information for the office;
iii. Organizing meetings, taking minutes and circulating decisions to the relevant action offices;
iv. Receiving and guiding clients to relevant offices;
v. Attending to telephone calls on the third ring;
vi. Making and following up on appointments;
vii. Maintaining office cleanliness and orderliness;
viii. Managing and accounting for office equipment, materials and imprest; and
ix. Appraising performance of Secretarial staff and supervising support staff.
Skills
Records and Information Management;
Public Relations and Customer Care;
Communication;
Confidentiality;
Time Management.
Experience Requirements
Education Requirements
UNEB Certificate or Diploma in Secretarial Studies or equivalent qualifications from a recognized awarding institution with the following subjects.
i. Business Communication Stage III
ii. Typewriting Stage III(50 wpm)
iii. Shorthand Stage II (80/90 wpm)
iv. Office Management
v. Computer skills using word processing.
The following will be an added advantage:
i. Principles of Accounts Stage II, Economics II or Commerce II
ii. Computer skills using several packages like spreadsheets and database management.
iii. Knowledge of using various office machines like fax, photocopiers and audio equipment.
Applying Instructions
Application forms (PSC Form 3, revised 2008) to be completed in triplicate (Original handwriting) and the forms are obtainable from all Secretaries District Service Commission country wide or Secretary Public Service Commission (PSC).
Serving officers must route their applications through their heads of departments who should be informed of the closing date to avoid delay. Only Certified photocopies of Academic certificates, Transcripts, National Identity card and other relevant documents as well as 3 recent passport size photographs and day time telephone contact should accompany each application form. Application should be submitted in triplicate to the
Office of Chief Administrative Officer Kalaki,
P. O. Box 722,
Soroti
Late applications will not be considered and only successful applicants will be contacted. For detailed information please refer to the Job Description and specifications for local government 2011, 2017, and Schemes of service for Administrative cadres, accountants and auditors respectively.
SECRETARY, KALAKI DISTRICT SERVICE COMMISSION