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Secretary job at Office Of The Prime Minister

About the Organization

Job Description

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.

Online Typing

Duties and Responsibilities


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.

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Qualification, Experiences and Competencies


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.

How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.

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