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Personal Secretary

Full time @Ibanda District Local Government posted 3 weeks ago in Administration Email Job

Job Detail

  • Job ID 24520
  • Career Level  Officer
  • Experience  3 Years
  • Gender  Both
  • Industry  Administration
  • Qualifications  Degree Bachelor
  • Job Type  Full time

Job Description

Applications are invited from suitably qualified Ugandans to fill the under-listed Vacant Posts that exist with in Ibanda District Local Government and Ibanda Municipal Council.

Job Title: Personal Secretary

Salary Scale: U4

Reports To: Chief Administrative Officer / Town Clerk

Responsible For: Stenographer Secretary

Job Purpose

To provide secretarial, administrative, and office management services.

Key Outputs
  • Dictation taken, transcribed, and error-free work produced.
  • Correspondence, mail, and other office information received and disseminated.
  • Meetings organized, minutes recorded, and decisions circulated to the relevant action offices.
  • Clients received and guided to the appropriate offices.
  • Telephone calls attended to promptly by the third ring.
  • Appointments scheduled and followed up.
  • Office cleanliness and orderliness maintained.
  • Office equipment, materials, and imprest managed and accounted for.
  • Performance of secretarial staff appraised and support staff supervised.
Key Functions
  • Take dictation, transcribe, and produce accurate, error-free documents.
  • Receive and disseminate correspondence, mail, and other information for the office.
  • Organize meetings, record minutes, and circulate decisions to the relevant action offices.
  • Receive visitors and direct them to the appropriate offices.
  • Attend to telephone calls promptly by the third ring.
  • Schedule appointments and ensure timely follow-up.
  • Maintain office cleanliness and orderliness.
  • Manage and account for office equipment, materials, and imprest.
  • Appraise the performance of secretarial staff and supervise support staff.
Person Specifications

Qualifications

  • Uganda Certificate of Education (UCE) with at least two (2) credits, including English Language, and three (3) passes.
  • UNEB Certificate or Diploma in Secretarial Studies, or an equivalent qualification from a recognized awarding institution, with the following subjects:
    • Business Communication Stage III.
    • Typewriting Stage III (50 words per minute).
    • Shorthand Stage II (80–90 words per minute).
    • Office Management.
    • Computer skills in word processing.

Added Advantage

  • Passes in any of the following:
    • Principles of Accounts Stage II.
    • Economics II.
    • Commerce II.
  • Computer proficiency in applications such as spreadsheets and database management.
  • Knowledge of operating office equipment, including fax machines, photocopiers, and audio equipment.

Experience

  • At least three (3) years’ experience as a Stenographer Secretary or equivalent experience for applicants from outside the Public Service.
Competencies
  • Information and Communication Technology (ICT) skills.
  • Records and information management.
  • Public relations and customer care.
  • Effective communication skills.
  • Confidentiality.
  • Time management skills.

Application Process and procedures of online applications

  1. should submitted through (Human Capital Management System (HCM)
  2. To apply select the link http://hcm.go.ug/jobportal
  3. Go to “log in” and click register now and fill in your profile.
  4. View the job; select the job of your choice and click apply. Fill in your profile.
  5. Scan relevant certified, academic documents, CV as one PDF fle, names in both your Surame and First name and upload as one attachment save the application and click submit.

Internal Applications, visit the District Website and District Noticeboard for application procedures and processing.

All online and hard copy filled Applications filled on PSFNo.3 (Revised 2008) together with applicant’s summary form should be submitted to the Secretary District Service Commission – Ibanda, P.O. Box 388 Ibanda, not later than 2 September 2026.

Certified academic documents of Degree certificate, Transcript, O&A Level pass lips must also be scanned (pdf) and attached.

Relevant appointment letters, confirmation letters must also be scanned and attached (pdf)

Applicants are advised to visit the Uganda Public Service website, Public Service Commission website, HCM system and Ibanda District Service Commission office/notice board for the detailed advert and job specification.

Applicants already in Service should route their applications through their Heads of Department.

LG-Job Specifications and Description 2011 for Jobs advertised are obtainable from Ibanda District Service Commission Notice Board and Ministry of Public Service Website (www.publicservice.go.ug)

IBANDA DISTRICT SERVICE COMMISSION ONLINE INTERNAL AND EXTERNAL ADVERTISEMENT

Below is a cleaner, more professional version that preserves the substance of the original Local Government job description while improving structure, readability, and consistency.

 

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