VACANCY ANNOUNCEMENT

Uganda Management Institute (UMI) is a Management Development Institution with a mission “To Excel in Developing Practical and Sustainable Administration, Leadership and Management Capacity”. It provides management training, consultancy and research services in response to the demands of the public, private, and NGO sectors. In addition to short performance improvement management skills development courses, the Institute offers high quality career development management courses at Certificate, Diploma, Postgraduate Diploma and Higher Degree Levels. The Institute’s activities are currently carried out at the main campus in Kampala and its Outreach Centers in Mbarara, Gulu and Mbale.
In order to carry out its functions efficiently and effectively, the Institute seeks to recruit a suitably qualified person in the position of:

ADMINISTRATIVE ASSISTANT - (1 POSITION) - KAMPALA CENTRE
Salary Scale: UM5
Reports To: Head Of Department


(c)Main Purpose of the Job:
To provide administrative and records management support for the Department.


(d)KEY RESULTS AREAS
i.Efficient management of training programme ensured;
ii.Good records management ensured;
iii.Logistical support for training programmes offered;
iv.Efficient secretarial and administrative support for training teams offered;
v.Effective utilization of training budgets and logistics ensured;
vi.Good customer care for training participants provided.

(e)DUTIES AND RESPONSIBILITIES:
1.Managing the office including;
i.Liaising with the Estates Officer and Office Administrator to ensure cleanliness and proper order of all offices used by the Department;
ii.Keeping an inventory of all furniture fittings, machines and equipment used in the Department and ensuring they are properly used;
iii.Making timely requisition of stationery and other office requirements;
iv.Working with concerned staff to ensure security of persons and property within the Department;
v.Keeping track of training and office equipment.

2.Performing a public relations function including;

i.Acting as receptionist;

ii.Attending to internal and external customers of the Department and in particular answer to inquiries and provide appropriate information;
iii.Making appointments for the staff of the Department;
iv.Taking personal responsibility in liaison with the Head of Department to ensure that good customer relations are maintained in the department.

3.Handling documents and correspondences including;
i.Liaising with the Registry to ensure a systematic and expeditious flow of correspondence relating to the Department;
ii.Processing and dispatching documents and reports of the Department as may be required of you by the Head of department;
iii.Checking and verifying documents coming to or being issued by the Department;
iv.Keeping track of actions on files that require the attention of staff in the Department and reminding them as necessary.

4.Providing administrative support to training; consultancy and research activities in the department including;
i.Assisting the Head of Department in managing and monitoring the Department budget;
ii.Admitting applicants for short courses in liaison with Course Managers and making necessary follow up;
iii.Liaising with the Office Administrator and the Logistics Office to ensure that facilities are booked and set up for the training programmes/courses or other activities of the department;
iv.Keeping a schedule of training programmes/course and other activities of the Department so as to ensure that adequate preparation are triggered at appropriate times and in advance;
v.Liaising with the Office of the Registrar to secure registers and other relevant records on participants for use by consultants and for other relevant purposes;
vi.Taking overall responsibility to ensure that the Department programmes/courses and other activities are effectively planned for and implemented with the quality assurance guidelines;
vii.Assisting in the evaluating and analyzing modules/ programmes;
viii.Liaising with course managers and ensuring that facilitators’ attendance registers are properly maintained and filed;
ix.Liaising with course managers and module leaders to ensure that master files for all teaching notes are maintained;
x.Performing other duties as may become necessary for the smoothing running of the department or institute as a whole.

(f)PERSON SPECIFICATIONS
i.The applicant should have a Degree (Hons) in Secretarial Studies or related discipline from a recognized University/Institution;
ii.Three years relevant post qualification experience;
iii.Should have excellent IT skills;
iv.Should have excellent interpersonal and communication skills.

(g)REWARDS AND OTHER TERMS OF SERVICE
The successful candidate will, on being confirmed in appointment, be offered a five-year renewable contract, a competitive basic salary complemented by housing allowance, medical allowance, transport allowance and an attractive gratuity scheme. Staff are also provided with support for continuous personal development.

(h)MODE OF APPLICATION:
Applications (hard copy) with comprehensive typed CVs, certified copies of transcripts and certificates together with the applicant’s telephone contact, names, addresses and telephone numbers of three referees should be received by the address below not later than 3.00pm Tuesday, 1 August 2017.

The Human Resource Manager
Uganda Management Institute
Plot 44 - 52 Jinja Road
P. O. Box 20131 KAMPALA
Tel: 0414- 259722/ 0393-265139/ 0393-265140/0393-265138