New Jobs Vacancy- Administrative Assistant/ Secretary

Job title: Administrative Assistant/ Secretary
Salary scale: UR6

Tasks and Responsibilities;
• Responsible for providing effective secretarial support and performing routine clerical and administrative functions of drafting correspondence, scheduling appointments, organizing and maintaining files as well as synchronizing and updating the Director's office diary
• Providing information to callers and visitors, typing letters and reports as well as filling and retrieving documents
• Maintaining communication channels between the office of the Director and other departments as well as external organizations and individuals
• Preparing notes, correspondence and reports in accordance to instructions
• Operating word processing and reprographic machines and equipment to produce reports and make copies
• Responding to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls
• Receiving official visitors and walk in customers by ascertaining the nature of business and directing them accordingly
• Receiving, sorting, recording and distributing mail, general correspondence and documents to appropriate officials
• Scheduling appointments and screening requests for meetings, synchronizing and updating the Director's appointments
• Preparing both local and international itineraries, confirming travel, freight and hotel reservations
• Locating and attaching appropriate files to correspondence or queries as well as organizing tiling and retrieval systems
• Overseeing the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure
• Organizing meetings and conferences and accurately recording proceedings of various deliberations
• Monitoring and tracking the progress of various assignments and regularly updating the Director and other members of staff on organization deadlines and problems
• Ensure maintenance of buildings/compound premises, office rooms, comfort rooms, office premises and office equipments
• Maintain personnel records of all the institute staff and deal with matters related to personnel management
• Assist in organizing and preparing logistic support for meetings/ workshop/conferences including assisting in the supply of utilities, water, power supply, telecommunication services, etc.
• Maintain secrecy and confidentiality of the office of the Director
• Performing any other duties as assigned to you from time to time by the Director or designated supervisor

Minimum Qualifications
• Diploma in Secretarial Studies. Must have top keyboard and transcription speeds: (Typewriting 50 wpm and shorthand 100 wpm)
• Proficiency in using word processing and other computer software packages, including use of the e-mail, the internet as well as local and wide area network systems
• Three years progressive experience gained in a busy executive office

Age limit: 25-35 years
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Application Procedures:
Interested persons with the above requirements should submit hand-written applications together with a detailed curriculum vitae giving a day-time telephone number and names and addresses of 3 (three) referees as well as copies of professional certificates and testimonials to the under-listed address not later than 5:00 pm 29th November 2010. Applications should quote the post applied for on both the application and the envelope.

The Director
National Forestry Resources Research Institute (NaFORRI)
P.O. Box 1752, Kampala