Senior Secretary (OPS/SS3) - Executive Office

The incumbent coordinates and oversees administrative duties in support of the office of the Chief Executive Officer, including the provision of varied and complex office duties.

JOB SUMMARY:

Key Outputs:            

• Research conducted
• Databases for Policies and Procedures, training curriculums maintained
• Minutes recorded, transcribed, and distributed for Operations, Safety, Sub-Committee, and Board Meetings
• Correspondence from the executive office taken, edited, compiled, and distributed
• External requests for information processed and communicated
• Records, files, and diary established and maintained
• Inventory of stationery and supplies maintained
• Leave/attendance records communicated to HR
• Meetings scheduled and communicated through MIS
• Calendar of meetings and kept

Duties & Responsibilities:

• Transcribe correspondence from shorthand and/or written material using word processing equipment
• Receive and dispatch all incoming and outgoing mails for the Departments.
• Maintain a variety of records such as files, section and programme budgets, reports and purchase requisition, etc.;
• Engage in follow-up/monitoring activities to ensure established deadlines and communication made with clients (internal and external) regarding action needed and provide status reports to the CEO.
• Assist with the compilation of information for project documents/proposals, for submission to funding agencies;
• Assemble and organize information for meetings to which the CEO attends and maintain a file of all approved meetings agendas and minutes.
• Assist the Executive Secretary with research and preparation of speeches for official presentation;
• Request and maintain stationery for the Executive Office;
• Maintain databases for Policies and Procedures, training curriculums and other documents.
• Take minutes at Sub-Committee meetings
• Assist with taking minutes at Board meetings
• Disseminate minutes for meetings
• Ensure all materials handled by the Office of the CEO, are kept confidential
• Liaises with Financial Controller to retrieve information on behalf of the CEO
• Ensure minutes and information from minutes are kept confidential.
• Perform any other related duties that may be assigned from time to time.

Minimum Qualification & Experience

• Diploma in Management Studies or Public administration from a recognized tertiary institution
• Certificate in Secretarial Studies from a recognized institution
• Experience in administration and research
• At least two (2) years’ experience in the related area

Required Competencies:

Core Competencies:

• Sound written and oral communication skills
• Excellent interpersonal and customer service Skills
• Excellent integrity/ethics displayed in the performance of duties

Functional Competencies:

• Sound knowledge of Computer Applications.
• Excellent time management and organizational skills
• Ability to work on own initiative
• Excellent organizational skills including ability to manage multiple projects
• Ability to relate professionally and positively in a stressful environment.
• Business correspondence formatting.
• Ability to provide complex office administrative support in the areas of project management, report preparation and staff communication.
• Ability to mediate issues and disputes that arise and seek assistance as necessary.
• Comprehensive knowledge of the principles and practices of office procedures/administration
• Comprehensive knowledge of secretarial practices
• Skill in various Microsoft Office products and skill or aptitude for Power Point/ Project Manager is also required.
• Advanced word processing skills and ability to work with complex Excel spread sheets

Liaison:

(a)   Internally:             

Chief Executive Officer                                

Executive Secretary                           

Managers/Supervisors                                   

                        Head of Departments                         

                        Directors                                                        

(b)    Externally

                       Ministry of Education, Skills, Youth and Information

                        Ministry of Finance and the Public Service

                        Ministry of Labour and Social Security

Working Conditions

 Office environment

• Occasional irregular working hours; to attend meetings or assist in the preparation/co-ordination of official functions/activities

REMUNERATION

Basic Salary: $1,711,060.00 - $2,301,186.00 per annum