Senior Bilingual Secretary job at United Nations African Institute for the Prevention of Crime and the Treatment of Offenders

Category: Senior General Service staff, Full-time position
Salary Scale: GS10/I – UNAFRI Salary Scale.
Contract Duration: Initially, One (1) year with the possibility of of extension upon satisfactory performance and availability of funds.
Age: Candidates below the Age of 50 years should apply.
Nationality: This job is open to candidates who are Ugandan Nationals.

Organizational Setting and Reporting:
The post is at the United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI) in Kampala, Uganda.

Responsibilities:
The Senior Bilingual Secretary, under the direction and the authority of the Director-General, shall:
• Be fluent in written and spoken French and English languages.
• Translate documents either from French to English or vice versa.
• Monitor, coordinate and scrutinize translation of Institute’s documents.
• Take dictation, transcribe and presents accurate and error free work reports.

• Manage records databases through scanning and filing systems.
• Requisition for and manages office stationery and equipment for the Director General’s Office.
• Serve as a Personal Assistant to the Director General.
• Draft official letters, compiles and prepare reports, presentations, correspondences, documents, manuscripts and meeting minutes.
• Draw up, monitor the appointments and work programs for Directors and remind them of important tasks and deadlines.
• Coordinate and organize bookings for meetings, events, workshops and conferences by drawing the agenda and taking minutes.
• Plan and organize travels for the Director General domestically, internationally and booking for visas and accommodations.
• Dispatch documents to be sent by courier company.
• Receive office’s incoming mails, telephone calls and supervises outgoing mails by responding, passing on messages or highlighting them for the Director General’s attention.
• Ensure security of office records and documents.
• Manage office protocol and media issues.
• Act as the point of contact between the Director General and internal/external clients.
• Guide and supervise secretarial best office practices.
• cleanliness and orderliness of the Director General’s office.
• Perform any other duties as assigned by the Director General.

Qualifications, Skills and Experience:
• The applicant must hold, from a recognized university, a bachelor’s degree in secretarial studies or bachelor’s degree in information and office management. A diploma in public administration or management will be an added advantage
• Bilingual Secretarial Certificate.
• Proficiency in both English and French.
• At least Seven (7) years’ experience in a reputable organization.
• Excellent interpersonal and communication skills.
• Proficiency in the use of computers, internet and MS Office program.
• Knowledge of office management systems and procedures.
• Outstanding organizational skills and typing skills.

Job application procedure
Interested in applying for this job? Submit your application now to unafri@unafri.or.ug
• Closing Date: 6th January 2025 at 5:00pm
Candidates should submit along with their application a copy of the Curriculum Vitae indicating the following (i) Names in Full; (ii) Place and Date of Birth; (iii) Marital Status; (iv) Home Address; (v) Present contact address; (vi) Nationality; (vii) Number of Children (if any); (iii) Secondary and postsecondary education, including dates and names of institutions attended; (ix) Academic and professional qualifications with dates; (x) Working experience with dates; (xi) Detailed list of publications and journals in which they have been published; (xii)Extra-curricular activities; (xiii) Names and addressed of three (3) referees; and (xiv) Proposed date of availability for duties if appointed. All applications with supporting documents should be forwarded to the Director General through the address indicated below:
The Director-General
United Nations African Institute for the Prevention of Crime and
The Treatment of Offenders (UNAFRI)
P. O. Box 10590 Kampala, Uganda
• NB: No physical submissions will be accepted at UNAFRI Office.

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