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Ministry of Agriculture, Animal Industry and Fisheries (Uganda)   |   Entebbe, Uganda   |   Log in or register to see the closing date

Administrative Assistant

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Permanent
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Job Summary

The Ministry of Agriculture, Animal Industry and Fisheries received funding from the Islamic Development Bank (IDB) to support government of Uganda’s efforts to attain rice self-sufficiency through “Enhancing National Food Security through Increased Rice Production (ENRP) Project.” The project will contribute to the increase in production, marketing and consumption of rice for improved Nutrition, Food Security and Incomes in Uganda as well as support, build and strengthen the institutional and technical capacities, for sustained agricultural growth that contributes to the poverty alleviation and food security.



Job Summary:
The Administrative Assistant will coordinate administrative and clerical duties and day to day office management.

Applicants should fill Public Service Commission (PSC) Form 3 (2008) here:http://psc.go.ug/downloads, in triplicate and attach certified copies of academic certificates and testimonials, appointment letters as evidence of working experience and two referees, one of whom must be a current or previous employer and most recent passport photographs. Applications should be addressed to the Permanent Secretary, Ministry of Agriculture, Animal Industry and Fisheries, P.O. Box 102, Entebbe, and delivered to the Open Registry.


Responsibilities

  1. Provide administrative support to Project Coordinator
  2. Answer and direct phone calls.
  3. Organize and schedule appointments
  4. Maintaining the office files i.e filling, labeling, organizing and responding to requests for files from their supervisors or other departments
  5. Manage agendas/travel arrangements/appointments etc for the PIU.
  6. Submit timely reports and prepare presentations/proposals as assigned
  7. Plan and organize meetings and take detailed minutes
  8. The Administrative Assistant will asssist daily office needs and manage PIU general administrative activities
  9. The Administrative Assistant performs routine clerical work.
  10. Secretary to PIU staff meeting.
  11. In charge of imprest/petty cash/ Support budgeting and bookkeeping procedures
  12. Submit and reconcile expense reports.
  13. Organize project visitors/staff travels (bookings, air tickets, transport, etc);
  14. Resolves administrative problems by coordinating preparation of reports.
  15. Provides information by answering questions and requests.
  16. The Administrative Assistant is responsible for record keeping
  17. Stores keeping.
  18. Summarize reports
  19. Preparing reports and maintaining appropriate filing systems.
  20. Perform any other duties assigned by the Supervisor.


General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Permanent
Job type: Full Time
Location: Entebbe
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 2 years
Required skills: Reporting; Answering telephones and call management; Calendar management; Office administration, management; File management and data back-up; Meeting preparation; Travel planning and reservations (leisure, business)
Required languages: English (Spoken: fluent | Written: fluent)

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Ministry of Agriculture, Animal Industry and Fisheries (Uganda)

GovernmentalCompany size: 1000+ people

The Ministry of Agriculture, Animal Industry and Fisheries consists of MAAIF headquarters and eight ‘semi-autonomous’ agencies. MAAIF HQ consists of two commodity-based Directorates (Animal Resources and Crop Resources) each with three Departments, two stand-alone Departments (for Planning and Finance and Administration) and three other specialist units. The agencies are NARO, NAADS, the Uganda Coffee Development Authority (UCDA), the Cotton Development Organisation (CDO), the PMA Secretariat, the Dairy Development Authority (DDA), the National Genetic Resource Information Centre and Data Bank (NAGRIC&DB), and the Coordinating Office for the Control of Trypanosomiasis in Uganda (COCTU). Each of these agencies, operating at both national and sub-national levels, is responsible for the execution of approved plans and resources in their budgets, leaving MAAIF HQ to concentrate on agricultural policy formulation, support and supervision (especially of Local Governments), sector planning, regulation, standard setting, quality assurance and sector monitoring and guidance. This structure dates back to the 1998 post-constitutional restructuring put in place in response to the legal and policy changes that followed the enactment of the Local Governments Act (1997). In a bid to further improve the structure, and in light of changes arising from the establishment of the PMA framework, a Core Functional Analysis of MAAIF was undertaken in 2001. This made clear the sub-optimal nature of the Ministry at that time and proposed a new structure. However, this was not implemented, largely because of lack of consensus within MAAIF and other key ministries. The result is that a structure which was judged inappropriately configured in 2002 is still in place now, as MAAIF gears up to address the major challenges ahead. The Ministry has responded already however, by mounting a number of studies to try to forge a way forward. In 2009, a MAAIF Restructuring Report (MRR) was submitted to the Ministry of Public Service (MoPS), recommending changes to the structure. In the course of the dialogue with MoPS, a further study (the Review of the MAAIF Restructuring and Reform Process, GoU, 2010) was undertaken and, following wide consultations with MAAIF stakeholders, and having regard to previous efforts at restructuring, the work developed a modified structure to the one proposed in MRR. Essentially this was based on a four Directorate structure with two new Directorates (Fisheries Resources and Policy, Planning and Support Services) being created. The proposals were presented at a MAAIF Restructuring Workshop on 4th February 2010 and the MAAIF Top Management team and the Development Partners (DPs) approved the proposed macro-structure. This will be described and elaborated in Programme 4 below, along with the plan for how to transition to this new structure.


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