Secretary job at United Nations African Institute for the Prevention of Crime and the Treatment of Offenders

JOB DETAILS:
Category: General Service staff, Full-time position
Salary Scale: GS7/I – UNAFRI Salary Scale.
Duration: Initially, One (1) year with the possibility of extension upon satisfactory performance and availability of funds.
Age: Candidates below the Age of 45 years should apply.

Nationality: This job is open to candidates who are Ugandan Nationals.

Organizational Setting and Reporting:
The post is at the United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI) in Kampala, Uganda.

Responsibilities:
The Secretary, under the direction and the authority of the Director-General, shall:
• Be fluent in written and spoken English.
• Work hand in hand with Senior Bilingual Secretary in translating documents either in French or English.
• Take dictation, transcribe and presents accurate and error free work reports.

• Manage records databases through scanning and filing systems.

• Requisition for and manage office stationery and equipment for the Directors’ Offices.
• Serve as a Personal Assistant to the Directors of the Institute.

• Draft official letters, compile and prepare reports, presentations, correspondences, documents, manuscripts and meeting minutes.
• Draw up, monitor appointments and programs for other Directors and reminds them of important tasks and deadlines.
• Coordinate and organize bookings for meetings, events, workshops and conferences by drawing the agenda and taking minutes.

• Plan and organize travels for the Directors domestically, internationally and booking for visas and accommodations.
• Dispatch documents to be sent by courier company.

• Receive incoming mails, telephone calls and supervises outgoing mails by responding, passing on messages or highlighting them for the Director General’s attention.
• Ensure security of office records and documents.
• Remind the Directors of important tasks and deadlines.
• Manage office protocol and media issues.
• Act as the point of contact between the Directors and internal/external clients.
• Guide and supervise secretarial best office practices.
• Ensure cleanliness and orderliness of the Director’s offices.
• Perform any other duties as assigned by the Directors.

Qualifications, Skills and Experience:
• The applicant must hold, from a recognized university, a bachelor’s degree in secretarial studies or bachelor’s degree in information and office management. A diploma in public administration or management will be an added advantage.
• Proficiency in English.
• At least four (4) years’ experience in a reputable organization.
• Excellent interpersonal and communication skills.
• Proficiency in the use of computers, internet and MS Office program.
• Knowledge of office management systems and procedures.
• Outstanding organizational skills and typing skills.

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
Interested in applying for this job? send all the required documents to unafri@unafri.or.ug
Closing Date: 6th January 2025 at 5:00pm.
Candidates should submit along with their application a copy of the Curriculum Vitae indicating the following (i) Names in Full; (ii) Place and Date of Birth; (iii) Marital Status; (iv) Home Address; (v) Present contact address; (vi) Nationality; (vii) Number of Children (if any); (iii) Secondary and postsecondary education, including dates and names of institutions attended; (ix) Academic and professional qualifications with dates; (x) Working experience with dates; (xi) Detailed list of publications and journals in which they have been published; (xii)Extra-curricular activities; (xiii) Names and addressed of three (3) referees; and (xiv) Proposed date of availability for duties if appointed. All applications with supporting documents should be forwarded to the Director General through the address indicated below:
• The Director-General
United Nations African Institute for the Prevention of Crime and
The Treatment of Offenders (UNAFRI)
P. O. Box 10590 Kampala, Uganda
• NB: No physical submissions will be accepted at UNAFRI Office.