Senior Secretary (OPS/SS 3) - Trade Unit

JOB PURPOSE

The incumbent is responsible for providing administrative and secretarial support to the Trade Specialist including, but not limited to greeting visitors and answering the telephone; receiving and distributing mail and correspondence, gathering data and compiling various reports for the unit, photocopying materials, maintaining files, ordering supplies and issuing correspondence. 

STRATEGIC OBJECTIVES

The provision of administrative support services to the Trade Specialist, which will facilitate the realization of her goals.

KEY OUTPUTS

• Research information upon request
• Help prepare draft Cabinet Submission as per instructions
• Analyze Briefs
• Make travel arrangements
• Complete travel documents
• Meeting attended as required and summation done to advise Unit Head
• Maintains an up-to-date record of correspondence on files
• Maintains an up-to-date record of activities and brief the Trade Specialist as necessary
• Type, letters, memos etc.
• Email, fax  and photocopy correspondence as requested
• Monitoring appointment diary  for Trade Specialist
• Calculate and type Unit’s monthly attendance report and send to HRD
• Type Secretary’s Monthly Productivity report and send to HRD
• Filing system maintained
• Office Stationery maintained
• Record and Process incoming and outgoing correspondence
• Liaise with internal/external departments/ ministries as requested
• Make appointments  for meetings
• Other duties assigned from time to time

PERFORMANCE STANDARDS

•  Meetings are planned, organized and well coordinated, meetings documents are prepared and circulated  within agreed standards and time guidelines;
• Official documents are prepared in line with the standard procedures and policies and submitted on time;
• Current and well maintained filing system. In conjunction with the Trade Specialist, records and informal documents are filed and retrievable.  

JOB RESPONSIBILITIES

• Monitor the flow of incoming and outgoing correspondence and refer to Trade Specialist for appropriate action.
• Prepare correspondence including letters, memoranda, internal circulars, reports and schedules.
• Gathers, organizes and tabulates specialized information for Trade Specialist use in completing reports
• Set up, organize and maintain active manual filing and retrieval systems.
• Assist Trade Specialist in managing her schedule for meetings by use of electronic calendar
• Receive and screen telephone calls/visitors and refer for necessary action to relevant officers.
• Perform general clerical duties to include but not limited to photocopy, faxing, mailing and filing of correspondence.
• Maintain inventory of stationery supplies Respond to queries.
• Source and supply information/documents for the Trade Specialist.

REQUIRED COMPETENCIES

•  Good interpersonal skills
•  Computer literacy
•  Good Typing and shorthand skills
•  Proficiency in the use of word processing
•  Oral and written communication skills

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

•  Four (4) GCE/CXC General Proficiency level passes including English Language and Mathematics.
•  Proficiency in typewriting at a speed of 50 – 55 words per minute and shorthand at a speed of 100 words per minute
•  Secretarial Diploma from a recognized institution
•  Completion of Certificate in Administrative Management (Level 3) course at Management Institute of National Development (MIND)

SPECIAL CONDITIONS OF THE JOB (disagreeable work environment etc.)

No adverse conditions associated with the job.