Senior Secretary (OPS/SS3)

Contract Type
Secretarial Administrative & Clerical
Competitive Salary
Date Posted
Expiry Date
Under the supervision of the Director, the incumbent provides secretarial and administrative support services to ensure the efficient and effective operations of the Project Management & Evaluation Branch



  • Documents Produced;
  • Diary and Electronic tracking system up-to-date;
  • Stationery and office supplies received, stored, distributed and inventorised;
  • Maintenance schedule/Report/Contracts prepared;
  • Telephone/Visitor screened;
  • Information disseminated;
  • Complaints recorded/Maintenance issues dealt with, recorded and incorporated in reports;
  • Travel Itinerary prepared



  • Prepare letters, memoranda, reports and documents for supervisor’s signature;
  • Prepare responses to correspondence containing routine enquiries;
  • Open, sort and distribute incoming correspondence, including facsimiles and emails;
  • File and retrieve documents, records and reports;
  • Prepare requisitions for office supplies and maintain record of the distribution of stationery and supplies to members of staff within the Unit;
  • In consultation with Supervisor, maintain and update appointment diary;
  • Provide administrative/secretarial support for the unit by answering telephones, assisting visiting personnel, and resolving and/or referring a range of administrative problems and enquiries;
  • Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for supervisor, which may include arrangements for coordinating travel and accommodation;
  • Establishes and maintains an electronic tracking system for correspondence, files and progress reports.
  • Conduct research to ensure correct and appropriate quotations are included in contract documents prepared for signature;
  • Prepare government contracts to awarded contractor for signing;
  • Prepare monthly and quarterly reports;
  • Investigate complaints by relevant officers and resolve problems as directed by the Director, Project Management and Evaluation
  • Liase with the Officers in the Projects and Allied Services Unit to provide advice on scheduled work to be conducted by the contractor
  • Provides general information to internal and external customers/clients as directed;
  • Perform any other duties assigned



This job is satisfactorily performed when:

  • Documents produced are accurately formatted and produced within the agreed time frame;
  • Diary accurately updated after consultation with Supervisor in accordance with established format and time frame;
  • Electronic tracking system established and updated in a timely manner;
  • Maintenance schedule/Reports/contracts accurately prepared in accordance with established format and within agreed time frame;
  • Telephone calls/Visitors are dealt with in a professional and timely manner in accordance with established guidelines;
  • Travel Itinerary prepared in consultation with officer and in accordance with the established guidelines and within agreed time frame;
  • Information provided should be clear and accurate and within the agreed time frame.



The post holder needs to demonstrate the following competencies:

Core Competencies

  • Oral Communication
  • Written Communication
  • Integrity
  • Team Work & Cooperation
  • Initiative
  • Compliance
  • Time Management
  • Initiative
  • Adaptability


Technical/Functional Competencies

  • Use of Technology
  • Problem Solving



Specific knowledge (however acquired) required to start:

  • Knowledge of the organisation’s mandate and objectives


Qualifications and Experience

  • Certificate in Administrative Management Level 2; or
  • Successful completion of the Certified Professional Secretary Course plus two (2) years experience in a Secretarial capacity; or
  • Certificate in Office Administration, graduate of an approved Secretarial/Business School plus three (3) years in a similar environment;
  • Working knowledge in a property management environment.


Continuous Professional Development

  • Attend relevant training on emerging trends and practices within the Administrative field

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