Office Secretary–Technical

Office Secretary–Technical  

Organisation: Civil Aviation Safety and Security Oversight Agency (CASSOA)

Duty Station:  Entebbe, Uganda

Reports to: Director Technical

REF: CAS/HR/002/2024-2025

Key Duties and Responsibilities:

Function 1: (including expected results)

• Oversee the day-to-day functioning and administration of the technical department ensuring that administrative processes run smoothly resulting into:
• Efficient coordination and administration of technical activities.
• Provide regular office operations updates to the Director Technical and identify areas for improvement.

Function 2: (including expected results)

• Drafting, independently writing, editing and formatting all internal and external correspondence and other communication as may be advised resulting into:
• On time and effective communication with stakeholders.
• Initiation and follow-up on external and internal communication as appropriate.
• Effective handling of general correspondence and dealing with enquiries of general nature.

Function 3: (including expected results)

• Assist in the preparation, conduct and follow-up of Working Group Meetings, Technical Committee – Regulatory Meetings, Workshops, Trainings and seminars resulting into:
• Smooth execution technical activities including documentation and logistics.
• Efficient and timely compilation of technical working papers and reports
• Ensure appropriate formatting of developed or reviewed documents.
• Maintain up to date documentation and ensuring proper retention, protection and disposal of records.
• Successful hosting of Technical – Regulatory committee meetings, Working group and workshops.
• Good image of the Agency.

Function 4: (including expected results)

• Coordinating travel arrangements and appropriate logistics with Agency’s designated travel agent, arranging travel schedules and reservations as may be directed resulting into:
• Accurate travel plans.
• Punctual provision of logistics where necessary.
• Timely retirements for the technical team where necessary

Function 5: (including expected results)

• In conjunction with the PHRAO, ensuring a conducive working environment for the technical personnel including checking that the lighting system, utilities and furniture are in order and arranging for repair if faulty resulting into:
• Availability of essential facilities required at the workplace.
• A conducive work environment for staff.
• Healthy and safe workforce.
• Enhanced productivity from staff.

Function 6: (including expected results)

• Coordinating and maintaining daily, monthly and quarterly schedules and internal meetings of the Technical Department resulting into:
• Efficient time and workday management and deliverables.
• Efficient running of internal meetings.

Function 7: (including expected results)

• Perform any other duties as may be assigned from time to time

Qualifications, Skills and Experience:

Education Requirements

• Relevant degree in office management and administration or any other relevant discipline.
• Must be computer literate with proven competence in MS Word, MS PowerPoint, MS Excel at a minimum.

Essential Experience, Technical Qualifications, knowledge and skills

• Five (5) years’ experience as a Secretary, Office Admin Assistant, Administrative Assistant or related job in a comparable organization.
• Knowledge of standard software packages and ability to learn company-acquired software.

Additional experience and skills

• Experience in working in an aviation environment.
• Training in Protocol, Diplomacy and Etiquette desirable.
• A certificate in Customer Care and Public Relations would be an added advantage.
• Travel liaison and conferencing experience.

Personal Attributes

• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings
• Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed
• Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Customer Orientation: Considers all those to whom services are provided, both internal and external, to be “customers” and seeks to see things from their point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies customers’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps customers informed of progress or setbacks in Programs; meets timeline for delivery of products or services to customers.

How to Apply:

Applications, quoting the job advert reference number of the position applied for in the application letter & as the subject on the email, should be sent via email (all soft copies should be in PDF and in one file) to the email address [email protected] and should comprise of a signed application letter; the completed and signed EAC CASSOA

Personal History Form (Download Here); copies of relevant academic and professional certificates; proof of nationality and age i.e. copy of national identity card, birth certificate or passport.

Deadline: 13th September 2024.