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Job Summary

The Administrative Secretary will provide administrative and clerical support to ensure the smooth operation of the organization. The role involves managing office operations, coordinating communications, maintaining records, and supporting program activities. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and interpersonal skills.

  • Minimum Qualification : Diploma
  • Experience Level : Entry level
  • Experience Length : 1 year

Job Description/Requirements

Key Responsibilities:


1. Office Management:

• Manage day-to-day office operations, including maintaining office supplies and equipment.

• Ensure the office environment is clean, organized, and conducive to productivity.

• Handle incoming and outgoing correspondence, including mail, emails, and phone calls.


2. Administrative Support:

• Provide administrative support to the Executive Director, Program Manager, and other staff as needed.

• Schedule and coordinate meetings, appointments, and events, including preparing agendas and taking minutes.

• Maintain and update organizational files, records, and databases.


3. Communication and Coordination:

• Serve as the first point of contact for visitors, partners, and stakeholders.

• Coordinate communication between staff, partners, and external stakeholders.

• Draft and edit letters, reports, and other documents as required.


4. Program Support:

• Assist in the preparation and distribution of program materials and reports.

• Support the planning and execution of program activities, workshops, and events.

• Maintain program records and ensure they are up-to-date and accurate.


5. Financial and Logistics Support:

• Assist in the preparation of financial documents, such as invoices and expense reports.

• Support the procurement process by obtaining quotes and maintaining supplier records.

• Coordinate travel arrangements and logistics for staff and visitors.


6. Other Duties:

• Perform other administrative tasks as assigned by the Executive Director or Program Manager.

• Support the organization’s communication efforts by assisting with newsletters, social media, and website updates.


Qualifications and Experience:

• Degree Diploma in Business Administration, Office Management, Records Management, or a related field.

• Minimum of 1 year of experience in an administrative or secretarial role, preferably in the non-profit sector.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Ability to work independently and as part of a team.

• Knowledge of youth development or community empowerment programs is an asset.


Key Competencies:

• Attention to detail and accuracy.

• Strong interpersonal and customer service skills.

• Ability to multitask and prioritize tasks effectively.

• Cultural sensitivity and ability to work in a multicultural environment.

• Proactive and solution-oriented approach to work.


How to Apply:
All applications will be received and Reviewed through BrighterMonday Portal by Clicking on the 'Apply Here' section

Interested candidates should submit their CV and a cover letter by 21.03.2025  Please include “Administrative Secretary Application” in the subject line.


Note: Only shortlisted candidates will be contacted for interviews. Topowa Youth Mentoring Uganda is an equal opportunity employer and encourages applications from qualified individuals regardless of gender, ethnicity, or disability.


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