Personal Secretary Job at Inter University Council for East Africa in Uganda

Job Title: Personal Secretary to the Deputy Executive Secretary (1 Post)

Inter University Council for East Africa (IUCEA) Job Description


GRADE/JOB SALARY SCALE: G5

INSTITUTION: Inter-University Council for East Africa DEPARTMENT/UNIT: Academic Affairs

REPORTS TO: Deputy Executive Secretary

MAIN PURPOSE OF THE JOB:
The main purpose of this job is to manage the Office of the Deputy Executive Secretary and on the basis thereof to provide efficient secretarial services.

DUTIES AND RESPONSIBILITIES:
1. Effective management and administration of the Office of the Deputy Executive Secretary;
2. Handle efficiently and effectively information management system in the Office of the Deputy Executive Secretary;
3. Professionally handling all incoming and outgoing correspondences;
4. Provide timely responses to routine letters addressed to the Deputy Executive Secretary;
5. Effectively handle itinerary for the Deputy Executive Secretary;
6. Effective management of Official events of the Council;
7. Taking dictation and typing letters and other Council documents;
8. Preparation of quality, accurate and informative speeches and dossiers for IUCEA Management;
9. Coordinating the preparation of meeting venues and documents;
10. Perform any other duties that may be assigned by the Deputy Executive Secretary.

QUALIFICATIONS AND EXPERIENCE:
i) Must have a Bachelor’s degree or a Diploma in Secretarial Studies/Office Management or equivalent from a recognized institution.
ii) Should have at least 10 years experience working in a busy office environment at a senior level and preferably having served in an office of relatively senior management level.

SKILLS AND COMPETENCIES:
i) Sufficient knowledge in records, secretarial services and modern office management skills.
ii) Should have shorthand and word processing speed of 100/120 and 50/60 words per minute respectively.

Other related skills:
i) Administrative and organizational abilities;
ii) Handling details of a highly confidential and critical nature;
ii) Knowledge in report writing;
iii) Communication skills;
iv) Interpersonal skills;
v) Planning and organizational skills;
vi) Capacity to undertake multiple assignments;
vii) Practical working knowledge of ICT and its applications.

TERMS AND CONDITIONS OF SERVICE:
As per the Inter-University Council for East Africa Act 2009, the successful applicant for this post will serve on a contract term of five (5) years which is renewable subject to satisfactory performance.
Additional details on these terms may be obtained from the undersigned.
This position will be subjected to the EAC Quota System of recruitment.

FRINGE BENEFITS:
The post offers attractive fringe benefits at IUCEA G5 Scale with corresponding benefits specified for it.
How to Apply

Inter University Council for East Africa (IUCEA) is a strategic institution of the East African Community (EAC) responsible for coordinating the development of human resources and research in the region. IUCEA is located in Kampala, Uganda. It is charged with a number of responsibilities, among them being to coordinate academic and research activities jointly undertaken by Partner States and member universities. lUCEA’s current membership is 93 universities both private and public, located in the EAC Partner States of Burundi, Kenya, Rwanda, Tanzania and Uganda. lUCEA’s operations are guided by the Inter-University Council for East Africa Act, 2009.
In order to fulfill its current mandate and to achieve all its objectives and planned activities, IUCEA wishes to recruit a middle management officer at the Secretariat. Applications for the post of a Personal Secretary to the Deputy Executive Secretary are invited from qualified individuals from the East African Community Partner States of Burundi, Kenya, Rwanda, United Republic of Tanzania and Uganda

HOW TO APPLY:
Interested candidates should submit their applications by registered mail, courier service or dispatch. Applicants who meet the above criteria should submit six (6) copies of their application documents including the letter of application, Curriculum Vitae, copies of both academic and professional certificates and testimonials, names and addresses of three referees’, other relevant documents and day time telephone contact to the undersigned. If you do not hear from us by 31st January 2013, please consider yourself unsuccessful. Only short-listed candidates will be contacted.
The previous advertisement for the same position invited qualified individuals from Uganda only to apply. Current developments in EAC Staff Rules and Regulations identified this position as at the Regional level.
IUCEA regrets inconveniences caused to the persons who submitted their applications for the previous advertisement and encourage them to re-apply.
Please note that this advertisement is also posted on the IUCEA website: www.iucea.org
IUCEA is an equal opportunity employer.
Executive Secretary,
Inter University Council for East Africa
3rd Floor, East African Development Bank Building
Plot 4, Nile Avenue
P. O. Box 7110,
Kampala, Uganda.
Email: exsec@iucea.org, recruit@iucea.org
NB: On-line applications will not be considered.
Inter-University Council for East Africa will only respond to those candidates who meet its requirements


Deadline: 31st December 2012