Secretarial Assistant-Pool Stenographer

Secretarial Assistant-Pool Stenographer

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.

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]

DUTIES AND RESPONSIBILITIES:

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

• 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.

• 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.

KEY PERFORMANCE INDICATORS:

a. Percentage of planned activities implemented
b. Risk and compliance rating
c. Stakeholder satisfaction score
• Service Score
• Complaints resolution
d. Service level agreement score
e. Staff competency score
f. Technology utilisation score
g. Percentage of staff (under supervision) exceeding agreed performance
h. 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

Applications must be accompanied by:

• Detailed typed curriculum vitae which clearly supports the competencies required above.
• Copies of academic qualifications, professional training certificates and proof of employment history where required.
• Names of three (3) referees and their contacts.
• A recent passport size photograph (attached to the application form).

All applications must be in triplicate and submitted on the OAG application form, which can be obtained from the OAG Website: www.oag.go.ug.

The deadline for receiving applications is 22nd December  2025.

LATE SUBMISSION SHALL NOT BE CONSIDERED

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