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Personal Assistant (Directors Office)
Uganda National Roads Authority
Admin & Office
UGX
Not specified
Job Summary
Perform administrative duties at Directorate level. Responsibilities will include receiving and screening calls; managing calendars; arranging meeting
- Minimum Qualification :
- Experience Level :
- Experience Length :
Job Description/Requirements
Duty Station: Kampala,
Uganda
Reports to: Director and Head Administration
About UNRA:
The
Uganda National Roads Authority (UNRA) was established by an Act of Parliament;
The Uganda National Authority Act, No. 15 of 2006. UNRA became operational on
1st July 2008. The mandate of UNRA is to
develop and maintain the national roads network, advise Government on general roads
policy and contribute to addressing of transport concerns, among others.
Job Summary: The Personal Assistant (Directors Office) will
perform administrative duties at
Directorate
level. Responsibilities will include receiving and screening calls; managing
calendars; arranging meetings and events; preparing reports, filing of documents
and customer relations. The Personal Assistant will also be responsible for
drafting, typing, routing and following up on correspondences as well as
providing historical reference by developing and utilizing filing and retrieval
systems, including recording meeting discussions.
Key Duties and Responsibilities:
- The incumbent will manage the calendar of the Director including arranging appointments and meetings, ascertaining the purpose of these, identifying priorities, providing background material, booking meeting rooms and organizing workflow activities;
- Render support in the coordination of the directorate events;
- Answer and screen phone calls and other enquiries on behalf of the Directorate, referring matters to others as appropriate, identifying matters for urgent response and ensuring that these are dealt with according to relevant procedures and timescales;
- Open and review incoming mail, draft, type, route and follow up on correspondences while ensuring quality assurance of all out going correspondences / letters;
- Arrange and coordinate all travel reservations and itineraries for the Director, hotel accommodations, business luncheons, dinner engagements, conferences, workshops, meetings, car rentals, etc., and anticipate and prepare background materials needed;
- Compile and keep proper custody of registers for specific documents as deemed necessary;
- Schedule appointments for visitors and staff and maintain an events calendar;
- Prepare and submit reports and file documents, attend meetings as and when requested and record meeting discussions;
- Manage all mail and filling systems to ensure prompt and easy retrieval of documents.
- Perform any other duties as assigned by the Director and Head Administration
Qualifications, Skills and Experience:
- The applicant for the UNRA Personal Assistant (Directors Office) job vacancy should hold an Honors degree in Secretarial Studies, Information Technology, Business Administration or any other relevant courses from a recognized University;
- Possession of a diploma in secretarial studies will be an added advantage;
- At least three years experience in modern office management in a large organization;
- Broad working knowledge and experience in Civil Engineering aspects, Law, administration, Finance, Internal Audit and Procurement will be an added advantage;
- Computer literacy skills
- High degree of integrity;
- Excellent track record of outstanding performance;
- Ability to work as part of a team;
- Excellent oral and written communication skills;
- Excellent interpersonal, particularly staff/management relation skills
- Ability to deliver accurate results in a timely manner and in an environment with multiple and challenging tasks.
How to Apply:
All
suitably qualified and interested candidates should deliver their applications
to the UNRA Kyambogo Training Centre addressed to the:
Office
of the Director Human Resource,
Uganda
National Roads Authority,
Plot
5 Lourdel Road Nakasero, P.O. Box 28487, Kampala.
Note: Only shortlisted candidates will be contacted and
Canvassing or lobbying by applicants will lead to disqualification. Candidates
who present forged documents/testimonials will be arrested and prosecuted.
Deadline: Monday, 1st February 2016 by 17.00 hours
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