Administrative Secretary

Job Title: Administrative Secretary
Reports to: Supervisor
Supervises: None
Location: Kampala, Uganda

Job Summary
The Administrative Secretary (AS) provides administrative and secretarial support to the department head or assigned executive. This role involves preparing reports, coordinating office operations, maintaining confidential records, and handling communication. The AS plays a key role in ensuring efficient administrative workflows.

Key Responsibilities
1. Administrative & Secretarial Support
• Manage correspondence, reports, and special projects with accuracy and confidentiality.
• Prepare meeting agendas, compile materials, and take minutes.
• Maintain office records, policies, and procedures.
• Handle scheduling, appointments, and event planning.
2. Office Coordination & Communication
• Act as the first point of contact for inquiries, providing professional responses or directing to the appropriate personnel.
• Handle mail distribution, office supplies, and travel arrangements.
• Assist in document preparation, including contracts, legal documents, and reports.
3. Human Resources & Payroll Support
• Process personnel requisitions, maintain staff records, and assist in HR-related tasks.
• Collect and verify timecards, prepare payroll summaries, and resolve discrepancies.
4. Data Management & Reporting
• Organize and maintain databases, master calendars, and departmental records.
• Compile statistical reports and assist in data analysis when required.
5. Compliance & Office Procedures
• Ensure adherence to organizational policies and confidentiality protocols.
• Identify and recommend process improvements to enhance efficiency.

Qualifications & Skills
Minimum Qualifications
• Education: High school diploma or equivalent.
• Experience:
o At least 2 years of post-secondary education OR
o 4 years of directly relevant secretarial experience.
• Technical Skills:
o Advanced computer proficiency (MS Office, databases, spreadsheets).
o Strong typing and document formatting skills.

Key Competencies
✅ Excellent organizational and time management skills.
✅ Strong written and verbal communication.
✅ Ability to handle confidential information with discretion.
✅ Attention to detail and problem-solving abilities.
✅ Team player with a proactive approach.

How to Apply
Interested candidates should submit their application, CV, and relevant documents to principle@ghi.ac.ug
Subject Line: Application for Administrative Secretary – Your Name