Over 40 Administrative Secretaries serving in the different Units of the University were equipped with valuable knowledge and skills on coping with the demanding nature and ever changing trends in the field of work.
During the Induction Workshop held on 5th and 6th April 2017 at School of Food Technology, Nutrition and Bio-engineering Conference Hall, participants received training focusing on the changing role of an Administrative Secretary. The participants gained multiple skills in multi-tasking and prioritization; effective communication; professional ethics; dealing with multiple bosses, difficult personalities and conditions; customer care services; records keeping and management and time management.
The participants listened to presentations on how to effectively work with others/teamwork, personal development, practical problem solving, conflict resolution, decision making as well as managing pressure and stress.
Opening the workshop, the Deputy Vice Chancellor (Finance and Administration), Prof. Barnabas Nawangwe emphasized the vital role played by Secretaries in the realization of the University Vision, Mission and Strategic Objectives. He thanked the Directorate of Human Resources for organizing the workshop and urged the Directorate to organize more of that kind for all categories of staff in the University.
According to the Director, Mrs. Mary K. Tizikara, the two days workshop focused on providing important information that would help Administrative Secretaries to align their duties and roles with the institution’s values and behavior. Mrs. Tizikara mentioned. She thanked Makerere University Appointments Board for the support rendered in the organization of the workshop.
Addressing the participants, Dr. Euzobia Baine Mugisha a Member of Makerere University Appointments Board who represented the Chairperson-Mr. Bruce B. Kabaasa said the induction workshop was the beginning of the holistic process of enhancing professionalism.
“I have listened to the participants and I am happy that this workshop has served the purpose. I encourage everyone to put into practice what you have learned. Let us try to socialize and work with everybody because you are at a work place. Avoid conflicts at work. Always remain conscious regarding your personal credibility. Credibility comes with experience and the professionalism you have on the job,” Dr. Baine Mugisha said.
Dr. Baine Mugisha, the representative of Makerere University Administrative Staff Association (MASA) in Council as well as the Appointments Board used the same occasion to appeal to Administrative Secretaries to join MASA.
In a captivating presentation titled, Dealing with Multiple Bosses, Ms Irene Tino from Uganda Management Institute informed the participants to always remember that there is no bad boss, but one could have a difficult boss. During the discussion, Ms. Tino said that Secretaries should learn how to manage, handle and balance the demands of multiple bosses. An Administrative Secretary with multiple bosses should manage time and prioritise tasks as well as sharing the list of tasks/assignments he/she is working on with the multiple bosses so as to understand his/her workload.
Focusing on Dealing with Pressure and Stress, Mrs. Tizikara said: “Pressure is something that drives you if it is not too much. If pressure is elevated and there is no time for recovery, then stress is felt. Long hours of work can affect your motivation and concentration. Once in a while, pressure is good since it can help one meet a few challenges and keeps the individual on track. Lack of pressure may lead to boredom since the job may become a routine.”
Presenting on Team Building and Management, Dr. Wilberforce Turyasingura, Dean-School of Business and Management at Uganda Management Institute said that the greatest outcomes are achieved as a result of teamwork. He said that with teamwork, individuals work together to accomplish more than what they could have done as individuals, but in an exciting, liberating, satisfying and enjoyable way. He mentioned that to build an effective team, the right people should be selected.
“Team building process involves gathering the right people and getting them to work interdependently to achieve high performance levels. If members share a common purpose and recognize that they need the efforts of everyone in the team, then it is teamwork. Working as a team comes with many benefits including: generating new ideas; providing support and help to team members; giving people a sense of belonging; helping them to learn from each other and develop, helping to achieve goals and objectives, experience and responsibility sharing, synergy development and common commitment to goals,” Dr. Turyasingura said.
He also highlighted the seven (7) steps involved in building an effective and cohesive team. These include; clarifying the team’s common goals and purposes, clarifying each person’s role in achieving the common purpose, clarifying the needs of the team’s internal and external clients, allowing conflicts to come to surface instead of stifling, working out effective ways to resolve conflicts based on the needs of the specific teams, not allowing individual interests to override those of the team and celebrating the milestones and success of the team.
Briefing participants on Customer Care and Customer Service, Mr. Ben Mugerwa from Uganda Management Institute explained that good customer service is taking that extra step to help even without being asked. It’s all about attitude and skills. He urged the participants to always communicate with professionalism, be organized, understand their role in the team and be a team player.
“The level of customer service that a customer expects will depend upon the past experiences and the type of organization they are dealing with. In the public sector, it has been difficult to implement a customer service type in organizations that are typically very process-oriented and usually in non-competitive situation!” Mr. Mugerwa stated.
He said that when the customer care is good, there will be increased satisfaction and increased use of services by the customers since the satisfied customers will tell their fellows. He added that for exceptional customer care; the staff must be professional and knowledgeable, friendly and courteous even when under pressure. He advised the Administrative Secretaries to be helpful, listen to customers, take responsibility and respond promptly to enquiries and problems.
Tipping the participants on Records Keeping and Management, Mr. Henry Akra-Uganda Management Institute informed them that record keeping is a routine activity taken in handling records while record management is the effort taken to handle records. He said that the record content, context and structure should be in order to serve as evidence, should be kept complete and every employee is responsible for managing records.
“When records are created, they have values attached to them; some are short term administrative values while others are long term physical values. Therefore, these values should be known and the retention schedule should be understood, whether to be deleted or retained.” Mr. Akra concluded.
In a one-on-one interaction with the Mak Public Relations Office team, the participants appreciated the knowledge and skills acquired. Most of them were fascinated by the general slogan "There is no bad boss, but you can meet a difficult boss." They were inspired with the experiences shared on managing a difficult boss.
Delivering the closing remarks, the Director Human Resources, Mrs. Tizikara thanked the staff in the Training and Development Division for organizing the workshop. She equally applauded the team in the Directorate of Human Resources for facilitating the different sessions of the workshop. The facilitators included: Mrs Dorothy Senoga Zake; Mr. Richard Mugisha; Mr. Lawrence Ssanyu; Ms Marvis Kansiime; Mr. Joseph Kalema; and Ms Josephine Apolot Opolot.
The training climaxed with award of certificates and a group photo.
Written by: MAK Public Relations Office
Veteran Professor changed Makerere and Higher Education
When Professor John Ssebuwufu ambled up to receive a certificate of recognition for his ‘exceptional’ contribution to higher education from the Regional Universities Forum for Capacity Building in Agriculture (RUFORUM) at Makerere University (MU), he was thinking of many things, such as rewarding staff, that he could have done differently to impact university education more.
But he did what he could have done, under the circumstances.
He presided over MU (in 1993) when student enrolment was 5,000 and left in 2004 when the population was surging to more than 15,000.
He emphasised the use of information communication technologies in almost all the institutions he had been involved in and sent many academic staff on exchanges to boost research and innovation. Now, more African universities engage in ground-breaking research.
So, he proceeded to accept his recognition and make his acceptance speech, which was mostly about gratitude.
Ssebuwufu, 74, who is currently the chancellor at Kyambogo University and the vice-chancellor of the University of Kisubi, is credited for his exemplary leadership and pragmatic methods that have shaped higher education in Uganda and Africa as a whole.
Japan Africa Dream Scholarship (JADS) Program 2021/2022
The Japan Africa Dream Scholarship (JADS) Program is a capacity building project by the AfDB and Japan which was initiated in 2017 with the aim of providing two-year scholarship awards to highly achieving African graduate students to enable them to undergo post-graduate studies (i.e. a two-year Master’s degree program) in selected priority development areas on the continent and Japan. The overarching goal the AfDB and the Government of Japan seek to attain is to enhance skills and human resources development in Africa in under the Bank’s High 5s agenda (i.e. “Feed Africa”, “Light up Africa”, “Industrialize Africa”, “Integrate Africa” and “Improve the quality of life of the people of Africa”) and key Japanese development assistance initiatives. JADS core areas of study focus include energy, agriculture, health, environmental sustainability, and engineering. The program also seeks to promote inter-university collaboration and university-industry partnerships between Japan and Africa. Upon completion of their studies, the JADS scholars are expected to return to their home countries to apply and disseminate their newly acquired knowledge and skills in the public and private sectors, and contribute to national and continental socio-economic development.
About the JADS program
The JADS Program is open to applicants from AfDB member countries with relevant professional experience and a history of supporting their countries’ development efforts who are applying to a graduate degree program in energy development and related discipline. The program does not provide scholarships to any other graduate degree program.
The scholarship program provides tuition, a monthly living stipend, round-trip airfare, health insurance, and travel allowance.
Upon completion of their studies, the beneficiary scholars are expected to return to their home countries to apply and disseminate their newly acquired knowledge and skills, and contribute to the promotion of sustainable development of their countries.
Who is Eligible to Apply?
The program is open to those who have gained admission to an approved Masters degree course at a Japanese partner university. Candidates should be 35 years old or younger; in good health; with a Bachelor’s degree or its equivalent in the energy area or related area; and have a superior academic record. Upon completion of their study programs, scholars are expected to return to their home country to contribute to its economic and social development.
- Applicant requests for information and application forms and procedures from the chosen JADS partner university. For any inquiries, please contact JADS@AFDB.ORG
- Applicant completes required documents and sends them to the university.
- University evaluates and selects applicants.
- University sends selected candidates to the AfDB.
- AfDB reviews submissions from universities, prepares and approves the final list.
- AfDB contacts selected awardees, and informs the universities.
WHS Regional Meeting Africa 2021: Finance Chairperson’s Update
SOPs: Our plan is to have 200 sets of people in different spacious rooms…Prof. Tonny j. oyana, finance chairperson whs regional meeting africa
We are sincerely grateful to our sponsors…
Over 15 core sponsors…
Sessions: 60% Virtual, 40% Onsite…