2. Secretary                       

Reports to: Personal Assistant       

Department: Director General’s Office

Age Limit: 40

Education & experience

• Bachelor’s degree or equivalent in Business
• Administration
• Diploma in secretariat or office management
• Desirable: Certification in secretariat
• Experience: 1-year experience in secretarial activities;

 Skills& Knowledge

•  A full range of secretarial skills;
• Excellent writing, editing, grammatical and organizational skills;
• Excellent customer service skills
• Good public image and personality
• Discretion and trustworthiness: you will often be the party of confidential information
• Maintain high levels of professionalism
• Computer proficiency
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Strong attention to details
• Fluency in English – spoken and written
• Additional language would be an advantage

Key responsibilities

•  Provide a full secretarial and administrative support service to the Director-General.
•  Maintain the diary and arrange appointments as necessary.
• Type reports and routine correspondence from dictation or written sources.
• Screen and respond to all incoming communications including phone calls, complaints to DG‟s office, emails, and walk-in, ensuring correct department distribution incoming and take action as appropriate.
• Draft routine correspondence for approval and signature by the Director-General.
• Receive visitors to the office and often controlling access to the Director-General.
• Open and distribute posts.
• Reminding the Director General of important tasks and deadlines.
• Maintain a record of all incoming and outgoing mails to DG‟s Office
• Keep copies of the signed documents (notes, contacts, and any other correspondences incoming or outgoing)
• Maintain the office filing system and all personnel records.
• Operate standard office equipment such as a word processor, photocopier, etc.
• Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
• Perform any other duty as assigned by the Supervisor.

100% accurate records keeping and filing

RUTAGANDA Bosco

UWAMBAJE Laurence    

 Director of HR & Administration 

Director General