Executive Secretary (OPS/SS 4)

Job Purpose

The Executive Secretary is responsible for providing administrative and secretarial support to the Chief Technical Director (CTD) to ensure the effective and efficient operation of the Energy Division. This includes, but not limited to, greeting visitors and answering the telephone, receiving and distributing mail and correspondence, gathering data and preparing reports, maintaining files and office supplies, issuing correspondence, and handling sensitive information with discretion and professionalism. 

Key Responsibilities

Management/Administrative 

• Receives and distribute incoming mail; 
• Composes letters, memoranda from general instructions and prepare responses to correspondence containing routine inquiries; 
• Screens visitors and phone calls intended for the Energy Division and refer them to the appropriate personnel; 
• Seeks information from the various Divisions of the Ministry’s and Agencies which the CTD may need on any particular subject; 
• Liaises, as necessary between the CTD and members of staff and officers outside the organization; 

Technical/Professional 

• Organizes and manages the CTD’s schedule and updates activities and appointments;
• Co-ordinates and arranges meeting, prepares meeting documents, ensures action plan reports and other meeting documents are circulated; 
• Attends meetings and ensure that Minutes are taken, transcribed and distributed;
• Prepares agendas and make arrangements for Committee, Board, and other meetings;
• Manages and establishes procedures for the use of office system;
• Supports the efficient operation of the Division by ensuring that office equipment is maintained and stationery and other office supplies are ordered and are available upon request; 
• Establishes, and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Establishes and maintain a system for the control and safekeeping of classified, secret and confidential documents files and reports; 
• Logs mails/files received in the Energy Division; 
• Maintains a database for tracking Cabinet Submissions and decisions related to the Energy Division. 
• Researches and provide information to the CTD in the preparation of reports;
• Maintains “third copy” files for correspondence sent out by the CTD; 
• Records all mail/ files received and dispatched; 
• Arranges for the printing, photocopying, binding, dispatching etc. of documents produced;
• Performs all other related duties and functions as may be required from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Interpersonal skills 
• Good oral and written communication skills 
• Job knowledge 
• Quality of output 
• Compliance 
• Customer and quality focus 
• Team work and co-operation 

Technical/Functional: 

• Organizing 
• Judgment 
• Use of Technology 
• Planning 

Minimum Required Qualification and Experience

• CXC or GCE 'O' Level English; successful completion of the prescribed course of study at the Management Institute for National Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years general office experience. 

OR 

• Graduation from an accredited school of Secretarial Studies with proficiency in Typewriting at a speed of 50-55 words per minute and Shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e.g. Word processing, database and spreadsheets; English Language at CXC or GCE O' Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus four to five (4-5) years general office experience. 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency in Typewriting at a speed of 50-55 words per minute and Shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE 'O' Level; training in the use of a variety of computer software applications and four to five (4-5) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Special Conditions Associated with the Job

• Maybe required to work beyond normal working hours.

Please note that only shortlisted applicants will be contacted.