Background information about the job or company (e.g., role context, company overview)

The Office of the Auditor General is hiring a Secretarial Assistant-Pool Stenographer to provide secretarial services, receive correspondences, maintain office environment, fix appointments and make follow-ups to support Supervisors and other staff effectively and efficiently.

Responsibilities or duties

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

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.

4. 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

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.

6. 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.

Qualifications or requirements (e.g., education, skills)

Applicant must be a Ugandan aged 35 years and below, holding a Diploma in Administrative and Secretarial Science, Office Management or in any related field.

Experience needed

Experience is not required.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

JOB GRADE: OAG-9

DIVISON: Corporate

DIRECTORATE: Human Resource Management and Development

REPORTS TO: Executive Assistant

SUPERVISES: Office Assistant

JOB REFERENCE: ADM/56/136/01 Vol.8 [03/25]

KEY PERFORMANCE INDICATORS:

• Percentage of planned activities implemented
• Risk and compliance rating
• Stakeholder satisfaction score
• Service Score
• Complaints resolution
• Service level agreement score
• Staff competency score
• Technology utilisation score
• Percentage of staff (under supervision) exceeding agreed performance
• 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
• 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
• Share Information

• 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.
• 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.
• Customer Service
• 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.
• Process all the Work Assignments
• 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.

• English Language skills
• Report writing
• Digital Literacy skills
• Effective Communication skills
• Quality control
• Outsourcing and contract management skills
• Procurement evaluation skills
• Planning, budgeting and commitment control skills
• Business Acumen skills

• Diploma in Administrative and Secretarial Science, Office Management or in any related field.