Job Details (PERSONAL SECRETARY )

 Applications are invited from suitably qualified serving Public Officers in Ministries/Departments/Agencies and Local Governments dully appointed and confirmed by the Appointing National and Local Service Commissions to fill vacant posts.  Applications should be filled ON-LINE and submitted not later than 10th May, 2024.  The link to the e- recruitment system can be accessed and viewed at https://vacancies.psc.go.ug/ors

 Mandatory Instructions to Applicants: -

 a)           Apply ON-LINE.

b)           Scan and submit relevant documents (‘O’ and A’ Level Result Slips and Certificates, Bachelor’s Degree and Post Graduate Transcripts and Certificates, Professional Documents, copies of letters of appointment, confirmation and promotion) on-line.

c)           Each attachment must not exceed a limit of 1MB and only portable documents format (PDF) is allowed.

d)           Print an Extract of PS Form 3 (2008) and obtain recommendation from the Responsible Officers.  Scan the recommendation together with the rest of the documents and submit online.

 

Application Process

i)         Visit the website https://vacancies.psc.go.ug/ors

ii)        Click on ‘register as a new user’ to create your account and complete your profile starting with the Bio data moving downwards

iii)       If you already have an account, simply click on your right and update your profile

iv)       Click a Job from the list of advertised jobs in the menu.

v)        View the Job Details and Click ‘Apply now’

vi)       Review your application and SUBMIT.

NB. Applicants are allowed to apply for only one post.

 Please Note: -

 

a)       Only applications on-line will be considered.

b)       Only shortlisted candidates will be contacted. 

c)        Shortlisted candidates shall be required to bring along with them, their original certificates of ‘O’ and ‘A’ Level, Transcripts and Certificates, letters of employment, National Identity Cards during the Oral Interviews.

d)       Short listed Applicants should ensure that their Staff Performance Appraisals for the last three (3) Financial Years 2019/2020, 2020/2021, 2021/2022 are submitted to the Commission before the date of Oral Interviews.

e)       In case of any inquiry, contact Tel. No. 0414237671, 0414254271 or 0414342279 or e-mail vacancies@psc.go.ug

 

            Applicants should have the following Core Competencies:

 -         Public Sector Management, Results Orientation, Ethics and Integrity, Interpersonal, Communication and Computer Skills, Ability to Adapt to Multi Cultural Settings, Innovation, Concern for Quality, Standards and Technical Competence, Ability to Coach Subordinates and Report Writing Skills.

 -             Strategic Thinking, Negotiation Skills, Team Building, Conflict Management, Policy Development, Change Management, Research and Project Management Skills.


Ministry/Department
Ministry Of Public Service
Post
PERSONAL SECRETARY
Scale
U4
Terms of Employment
Vacancies
5
Reference
HRM 77/ 266/ 01
Minimum Age
21
Maximum Age

Minimum Qualification
- Applicants should be Ugandans holding an Honours Bachelor’s Degree in Secretarial Studies (B.SES) or its equivalent from a recognized University/Institution.
Working Experience
Applicants should have a minimum of three (3) years relevant working experience which should have been served at the level of Stenographer Secretary OR should be serving Officers duly confirmed who have attained higher qualifications in Secretarial field in Government.
Duties
The incumbent will be responsible to the Senior Personal Secretary for performing the following duties:-

-        In conjunction with relevant officers, drawing up and monitoring appointments and programmes;

-        Taking dictation, transcribing and presenting accurate and error free work.

-        Attending to callers, either in person or on telephone;

-        Ensuring timely responses to inquiries and correspondences to and from the Office;

-        Receiving incoming mail and supervising the dispatch of outgoing mail;

-        Organizing meetings, taking minutes and conveying decisions of such meetings to the relevant Officers/Offices;

-        Ensuring that relevant documents for meetings and speeches are produced on time and properly organized;

-        Drafting letters of routine nature;

-        Ensuring cleanliness and orderliness of the office;

-        Managing records in accordance with established security and records management procedures;

-        Requisitioning and Managing office stationery and equipment;

-        Supervising the Secretarial and support personnel for the office;

-        Any other duties as may be assigned from time to time.


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