Diploma Jobs – Administrative Assistant – Independent Regulatory Board of the East African Power Pool

Job Title:  Administrative Assistant  

Organisation: Independent Regulatory Board of the East African Power Pool

Duty Station: Kampala, Uganda

Reports to: Finance and Administration Expert

Ref: IRB/F&A/HR/001/2025

About Organisation:

The Vision of IRB is to be a world-class regional energy regulator that fosters equitable investments to enhance affordable, secure, and reliable power supply in the Eastern Africa Region. The Mandate of IRB is to provide fair and effective regulatory services to facilitate the development and efficient operation of the regional electricity market in Eastern Africa and ensure a conducive environment for regional infrastructure investments.

Job Summary:   Providing administrative support to ensure the efficient operation of the office.

Key Duties and Responsibilities:

• In charge of the front office, which entails answering and directing phone calls, emails, and in-person inquiries.
• Receive, sort, and forward incoming mail to the Executive Assistant for subsequent reassignment by the Director General.
• Coordinate dispatch of internal correspondences to third parties.
• Carry out administrative duties such as filing, typing, photocopying, binding, scanning, and printing documents, among others.
• Maintain contact lists.
• Manage inventory of stock supplies, ensuring timely orders and issuance of office supplies.
• Maintain a record of office inventory.
• Organize and schedule appointments and meetings for senior staff.
• Arrange travel arrangements for senior staff.
• Oversee the work of junior staff such as cleaning activities.
• Coordinate repairs to office equipment and office maintenance work.
• Opening and closing windows and doors at the end of every working day.
• Keep track of vehicle servicing and take daily mileage recordings.
• Maintain an accurate record of all motor vehicle logbooks and ensure timely renewal of licenses and insurance.
• Switch off electrical appliances in open spaces every day.
• Implement relevant internal standard operating procedures and guidelines as prescribed by IRB.
• Perform any other duties as may be reasonably assigned by the Supervisor, Senior Staff, or Management.

Qualifications, Skills and Experience:

• Minimum Ordinary Diploma in Office Management from a recognized Institution. A bachelor’s degree from a recognized university in Business Management and relevant fields is an added advantage.
• Should have strong organizational and time-management skills.
• Excellent written and verbal communication skills in English.
• Proficiency in Microsoft Office.
• Ability to handle confidential information.
• Should also be able to multitask and prioritize work.
• Should be below 30 Years of age.
• Must have at least Three (3) Years of relevant working experience in a similar position.
• This position is for Ugandan nationals only.

How to Apply:

Applications should be delivered preferably by recorded delivery, addressed to:

Ag. Director General,

Independent Regulatory Board (IRB),

Address: Old ERA House, Plot 15, Shimoni Road, Nakasero, Kampala, Republic of Uganda.

Deadline: 28th March 2025, at 5:00 pm.

N.B:

• Applicants who do not meet the stipulated minimum requirements need not apply.
• Please provide the contacts of two professional referees.
• IRB is an equal-opportunity employer and
• Canvassing or any attempt thereof will lead to immediate disqualification.

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