Provide secretarial services, receive correspondences, maintain office environment,
appointments and make follow-ups to support Supervisors and other staff effectively
fix
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
Applicant must be a Ugandan aged 35 years and below, holding a Diploma in Administrative
and Secretarial Science, Office Management or in any related filed.
4.
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.
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
이 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.
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:
a. Percentage of planned activities implemented
b. Risk and compliance rating
c. Stakeholder satisfaction score;
Service Score
• Complaints resolution
d. Service level agreement score
e. Staff competency score
f. Technology utilisation score
g. Percentage of staff (under supervision) exceeding agreed performance
h. Timely and accurate submission of reports
JOB SPECIFICATIONS:
Qualifications:
Diploma in Administrative and Secretarial Science, Office Management or in any related
field.
Experience:
• Experience is not required.
KNOWLEDGE, SKILLS AND ATTRIBUTES
KNOWLEDGE
• Legal and regulatory framework governing the OAG.
OAG code of conduct
The value and benefit of supreme audit institutions – making a difference to the
lives of citizens
Principles of transparency and accountability
Computerised information systems
Public sector protocol and etiquette
Planning
SKILLS
English Language skills
Report writing
Digital Literacy skills
Effective Communication skills
Effective Communication skills
Quality control
Outsourcing and contract
management skills
Procurement evaluation skills
Planning, budgeting and
commitment control skills
Business Acumen skills
ATTRIBUTES
Accountable
Creative/ Innovative
Integrity
Independent
Objective
Professionalism
Perseverance
Continuous Improvement focused
Goals and Results Focused
Quality focused
Empathetic
Confidentiality
Client Centric
Teamwork
Inspiring
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