Executive Secretary 1 (OPS/SS 4)

To support the operation of the Office of the Minister of Water, Environment and Climate Change by providing efficient and effective secretarial and administrative support services to the Honourable Minister.

The Ministry of Water, Environment and Climate Change is seeking to recruit a suitably qualified person to fill the vacant post of Executive Secretary 1 (OPS/SS 4) salary range $2,109,302.00 to $2,945,712.00 per annum.

The incumbent will be required to carry out the following:

• Receives, greet and direct visitors;
• Assists in ordering and managing Office supplies;
• Provides secretarial and administrative support;

• Arranges for the dispatch of outgoing inquiries;
• Re-routes correspondences to relevant officers/departments;

• Assists with scheduling appointments, conferences and brief the Minister or matters before confirming the Meetings;

• Receives dictation, takes and transcribes notes of meetings and reproduces minutes;

• Drafts correspondences as directed by the Minister;

• Assists in making travel arrangements for the Minister;

• Liaises with internal/external customers (local & overseas) in order to give/receive information as directed by the Minister;

• Maintains an up-to-date records management system of documents including correspondence, agreements, cabinet submissions, legal and official matters;

• Reproduces confidential and other urgent correspondence and deals with urgent mails as directed;

• Reproduces, in the correct format, a variety of documents as instructed by the Minister

• Monitors incoming calls/clients, route and direct accordingly;

• Liaises with departments and agencies on matters relevant to the Ministry as directed;

• Proof reads documents for accuracy, completeness and conformity to established formats;

• Follow-up on the directives given and requests made by the Minister;

• Monitors the logs of all mails/files that comes to the Minister’s Office;

• Assists in procurement activities on behalf of the Minister’s Office for stationery and office supplies;

• Researches and provide information to facilitate critical reports.