Vacancy title:
Officer Administration

[Type: FULL_TIME, Industry: Education, and Training, Category: Admin & Office]

Jobs at:
Uganda Institute of Information and Communications Technology (UICT)

Deadline of this Job:
Thursday, July 31 2025

Duty Station:
Uganda | Kampala | Uganda

Summary
Date Posted: Wednesday, July 23 2025, Base Salary: Not Disclosed

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JOB DETAILS:

To provide comprehensive administrative support to the Office of the Institute Secretary by ensuring efficient operations, maintaining compliance with institutional policies, and coordinating governance-related activities through effective office management, records maintenance, and stakeholder communication.

Key Responsibilities

1. Administrative Support and Office Management
   • Manage daily administrative operations of the Institute Secretary's Office
   • Organize and maintain official records, documents, and correspondence
   • Handle confidential information with proper documentation and filing
2. Governance and Compliance Support
   • Assist in preparing reports, policy documents, and meeting minutes
   • Ensure compliance with institutional policies and governance procedures
   • Support implementation of Governing Council and Management decisions
3. Meeting Coordination and Event Management
   • Organize and coordinate meetings, workshops, and official events
   • Prepare agendas, minutes, and follow-up action points
   • Liaise with departments for logistical arrangements
4. Correspondence and Communication
   • Draft and manage official correspondence and internal communications
   • Facilitate communication between the Institute Secretary and departments
   • Respond to inquiries directed to the Institute Secretary
5. Records and Information Management
   • Maintain efficient filing and records management systems
   • Ensure security and accessibility of institutional records
   • Support digitization and archiving of critical documents
6. Stakeholder Engagement and Liaison
   • Serve as primary contact for stakeholders engaging with the office
   • Facilitate inter-departmental and external stakeholder engagement
   • Assist with legal and regulatory compliance tasks
7. General Institutional Support
   • Contribute to institutional planning and policy implementation
   • Support office procurement, budgeting, and resource allocation
   • Assist in staff welfare and administrative policy coordination
8. E-Filing and Digital Correspondence
   • Maintain and update electronic filing systems
   • Manage digital correspondence with timely responses
   • Utilize facility management software for operational workflows

Key Result Areas

• Efficient administrative operations
• Effective governance and compliance support
• Successful meeting and event coordination
• Proper records and information management
• Productive stakeholder engagement
• Quality general institutional support

Qualifications and Experience

• Bachelor's degree in Public Administration, Business Administration, Management, or related field
• 3-5 years of relevant administrative experience (higher education preferred)
• Knowledge of institutional governance and compliance procedures
• Proficiency in office management software and administrative tools

Skills and Attributes

• Exceptional organizational and coordination abilities
• Strong written and verbal communication skills
• High integrity and professional discretion
• Effective multitasking and prioritization
• Analytical problem-solving capabilities
• Technical proficiency in digital office systems

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

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