EXECUTIVE SECRETARY – Uganda Electricity Generation Company Limited | - 2015

JOB TITLE: EXECUTIVE SECRETARY

WORK CENTER: HEAD OFFICE

SUPERVISOR/MANAGER TITLE: CHIEF PROJECTS OFFICER

DIVISION: PROJECTS

Job Summary:

To provide Secretarial Services and Administrative support to the Chief Projects Officer and other Heads of Divisions as need arises and occasionally to the Board of Directors.

Key Responsibilities:

Maintain an orderly and well organized office
Coordinate and facilitate some activities of the office and company including Board and 
Top Management Meetings, Divisional Meetings, Workshops, Conferences, make travel 
and accommodation arrangements and maintain a diary.
Read and analyze incoming memos, submissions, and reports in order to determine their 
significance and plan their distribution.
Open, sort, and distribute incoming correspondence, including faxes and email.
File and retrieve corporate documents, records, and reports.
Handle Visitors appropriately with good customer care.
Manage petty cash and make accountabilities.
Handle correspondences and draft appropriate responses.
Maintain electronic software of tracking correspondence for ease of location.
Perform general office duties such as ordering supplies, maintaining records 
management systems, and performing basic bookkeeping work.
Attend meetings in order to record minutes.
Coordinate and direct office services, such as records and budget preparation, 
personnel, and housekeeping, in order to aid executives.
Meet with individuals, special interest groups and others on behalf of executives, 
committees and boards of directors.
Ensure safe custody and delivery of confidential documents both official and personal.
Manage and maintain executives’ schedules.
Participate in the budget process of the company.
Prepare invoices, reports, memos, letters, and other documents, using word processing, 
spreadsheet, database, and/or presentation software.
Set up and oversee administrative policies and procedures for offices and/or
Keep track of all projects and programs in the company.
Perform any other duties assigned to you by your supervisor.

CONTACTS/LIAISE WITH THE FOLLOWING OFFICES:

Internally

Chief Executive Officer
Heads of Divisions and Departments
Project Staff
Public Relations Officer
Transport Officer

Externally

Board Members, Visitors, Government Departments.

Education and Professional Requirements: The minimum education level required to perform this job.

A good degree in secretarial studies or arts related field.

Related Job Experience/Qualification:

Minimum of five (5) years’ experience as a personal secretary to a senior manager of a reputable organization.

Additional Skills: In addition to the experience and educational requirements listed above

Skills

The incumbent must demonstrate the following skills:

High level of integrity and confidentiality
Planning, organizing, follow-up, and feedback skills
Excellent interpersonal skills
Team player
Decision making skills and ability to work independently
Excellent communication and report writing skills
Excellent computer skills in MS Office
Discretion and good judgement skills
Organizational and management skills
Initiative to explain UEGCL Vision and Mission, and Strategic Direction to our visitors
Tactical and communication skills in dealing with different people.

Additional Information

The Executive Secretary will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines. The Secretary should use initiative to ensure travel arrangements not done well are corrected.

How to Apply

The job description details and requirements can be viewed on the UEGCL website www.uegcl.com and at the UEGCL Office Notice Board 3rd floor UEDCL Tower, Nakasero Road. Interested persons should address their applications with copies of academic testimonials and detailed CV indicating two references and their full addresses to: Chief Executive Officer, Uganda electricity Generation Company Limited Plot 37 Nakasero Road 3rd floor, UEDCL Tower P. O. Box 57831 Kampala The applications can be physically delivered to the above mentioned office. The deadline for receipt of applications is Friday, 20th March, 2015 by 5Pm. The positions No.1 to 4 are at executive management level. All positions are on a 3 year contract basis (renewable based on performance) with attractive and competitive remuneration packages in line with UEGCL salary structure