Administrative Secretary 2 (OPS/ADS 2) – Regional Office

Qualifications and Experience:

• Certificate in Administrative Management (MIND) Levels 4 or equivalent 

Plus 

• Minimum of five (5) years’ working experience as an Executive Secretary 
• Successful completion of the Certified Professional Secretary 

Specific Knowledge, Skills & Competencies:

• Knowledge of Office Administration 
• Knowledge of Supplies Management 
• Knowledge of Inventory Management 
• Knowledge of Events Planning 
• Knowledge of Meeting Management 
• People Management skills 
• Appointment Scheduling 
• Working knowledge of Computer applications such as Microsoft Word, Excel & Power Point
• Minutes taking and shorthand skills 
• Excellent oral and written communication skills 

Key responsibilities will include:

Technical/Professional/Administrative 

• Performing office procedures including scheduling appointments, answering telephone, faxing correspondence, responding to emails and copying documents. 
• Monitoring the inventory of office stationery and supplies to ensure that adequate levels are maintained, and securely stored. 
• Processing payments vouchers generated. 
• Ensuring meetings within the department are properly arranged and discussions and actions properly documented and communicated to staff within the department. 
• Maintaining schedule of all appointments and official engagements of the Regional Technical Director and issuing reminders to ensure fulfilment. 
• Assisting the Regional Technical Director with investigations regarding complaints from internal and external customers. 
• Collating technical reports such as Disaster Plans, Performance Reports, Budgets etc.
• Reading and analysing incoming memoranda, submissions and reports in order to determine their significance and plans their distribution as per directives. 
• Establishing and maintaining a records management system/procedure for the department.
• Preparing special reports by gathering, compiling and typing data from various sources.
• Assisting the Regional Technical Director in managing the welfare and development of direct reports through the completion of performance appraisals and recommendation of required training and development programmes. 
• Creating and maintaining relevant database to track the department’s progress in relation to varying core functions.
• Providing guidance to department staff through effective objective setting, delegation and communication. 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED