Secretarial Assistant

• Deadline: Expired

The Office of the Auditor General (OAG) is the supreme Audit Institution (SAI) of Uganda mandated under Article 163 of the Constitution of the Republic of Uganda to audit and report on the Public Accounts of Uganda and of all public offices, including the Courts, the Central and Local Government Administrations, Universities and Public Institutions of like nature and any Public Corporations or other bodies or organizations established by an Act of Parliament.

The Constitutional mandate of the OAG is amplified by the National Audit Act, 2008 which has among other things enhanced the financial and operational independence of the Auditor General.

The Vision for Office of the Auditor General is “A model Supreme Audit Institution that adds value to society”; and its Mission is “To provide our stakeholders with independent audit results that promote good governance for better service delivery”. Its core values are:

Integrity & Ethical Conduct, Professional Competence, Objectivity and Service-delivery oriented.

In accordance with Section 9(2) of the National Audit Act, 2008, Regulation 14 of the National Audit (Terms and Conditions of Staff) Regulations, 2011, and Chapter 2.3 of the OAG Human Resource Manual 2013, applications are hereby invited from suitably qualified candidates for the following position:

Job Title: Secretarial Assistant-Pool Stenographer (1 Vacancy)

Job Grade: OAG-9

Division: Corporate

Directorate: Human Resource Management & Development

Reports to: Executive Assistant

Supervises: Office Assistant

Terms of Service : Permanent

Job Reference: ADM 115/136/01 Vol 8 [3/24]

MAIN PURPOSE OF THE JOB:

Provide secretarial services, receive correspondences, maintain office environment, fix appointments and make follow-ups to support Supervisors and other staff effectively and efficiently.

DUTIES AND RESPONSIBILITIES:

1. Receive and Disseminate Correspondences and Other Information for the Office Custodian of Files

• Provide support in the efficient provision of secretarial services to the Supervisors, and prepare agendas, co-ordinate the production of papers, minutes and keep/retrieve records.
• Provide efficient and effective correspondences, and other information received and disseminated for the office.
• Organise/attend meetings, taking minutes and circulating decisions from the meetings to the relevant action offices.

2. Maintain the Environment of the Office of the Auditor General

• Perform routine check-ups in the office environment and ensure clean and secure surroundings.
• Deliver a comprehensive range of support activities, proactively troubleshooting and resolve issues which arise.
• Perform routine check-ups and account for office equipment and materials and keep records, within the Office of the Auditor General Office environment.

3. Customer Service

• Attend to visitors/calls and direct them to the rightful Officers they may need to meet/talk to.
• Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Supervisors and visitors.

4. Schedule Appointments and Deadlines

• Schedule/maintain, and follow-up on appointments and communicate any changes made.
• Assist in ensuring that demanding workload is appropriately prioritized and all deadlines are met.

5. Process all the Work Assignments

• Organise and store paperwork, documents and computer-based information that may be relevant for the operation.
• Photocopy and print various documents, sometimes on behalf of other colleagues.
• Type, prepare and collate reports and manage database systems.
• Coordinate work, activities within the department within a stipulated time/deadline.

6. Supervise and Develop Staff.

• Set the performance targets together with staff under supervision and carry out performance appraisal for the team.
• Mentor and coach the team.

KEY PERFORMANCE INDICATORS:

1. Accurate calendar/ dairy submitted.
2. Meetings with accurate information of attendance and minutes filed.
3. Good customer services.
4. Clean and secure office environment.
5. Correspondences circulated to the relevant Officers.

JOB SPECIFICATIONS:

Qualifications:

• Applicant should be Ugandan aged 35years and below, holding a Diploma in Administrative and Secretarial Science, Secretarial Studies, Office Management or any other related field from a recognized institution.

Experience:

• Atleast two (2) years working experience as Pool Stenographer/Secretary in a Public or other reputable organization.

KNOWLEDGE, SKILLS AND ATTRIBUTES KNOWLEDGE

• Office Administration
• Secretarial functions
• Report preparation

SKILLS

• Effective Communication skills
• Linguistic Analytical Ability
• Digital literacy skills
• Customer Care
• Organization skills
• Time management

ATTRIBUTES

• Integrity
• Independent
• Objective
• Professional
• Collaborative
• Client Centric
• Quality focused
• Confidentiality
• Respectful
• Team player