TRC/PIMC Recording Secretary (GMG/AM 3)

Job Purpose

Under the direction of the Principal Director, Public Investment and Appraisal, the TRC/PIMC Secretary is responsible for providing day-to-day logistical, secretarial and administrative support services in ensuring the efficient and effective functioning of the Office of the Principal Director and the attainment of PIMS Secretariat’s Operational and Strategic Objectives, while ensuring sound judgement, tact, diplomacy, professionalism and timeless in the performance of responsibilities. 

Key Responsibilities

Technical/Professional 

• Provides logistical and administrative support in the day-to-day operations of PIAB/PIMS Secretariat, including the planning, organizing, coordinating and scheduling of meetings, conferences, workshops, field visits and other events; 
• Undertakes a broad range of secretarial duties in support of the efficient functioning of the Principal Director’s Office, including: 
  • Processing incoming and outgoing correspondences; 
  • Responding to enquires and correspondence within scope of authority or as directed;
  • Editing, drafting and preparing correspondence, reports, memoranda, presentations, and other documents;
  • Taking and transcribing minutes of meetings. 
• Functions as a liaison for effective communication between the Principal Director’s Office and key internal and external stakeholders in a manner that serves to maintain credibility and trust to foster teamwork; 
• Maintains the Principal Director’s appointment schedule and provides updates accordingly;
• Receives and screens incoming calls and visitors and alerts the Principal Director and/or provide information, or refer to appropriate staff as necessary; 
• Prioritizes and follows-up and issues and concerns addressed to the Principal Director and refers and/or responds as deemed appropriate; 
• Conducts research and collect and collates information in preparing special and routine reports; 
• Establishes and maintains records management systems, and a library of resources, electronic and manual, that facilitates the efficient and effective functioning of the Principal Director’s Office; 
• Process routine requisitions to pay bills, expense advances, clear expenses and /or order supplies. 

Required Knowledge, Skills and Competencies

Core 

• Good leadership skills 
• Logical problem solving and analytical skills 
• Excellent written and oral communication skills 
• Ability to exercise initiative and sound judgment 
• Excellent interpersonal skills 
• High quality output 
• Excellent people management skills 
• Teamwork and cooperation 

Technical 

• Considerable knowledge of the Financial Administration and Audit (FAA) Act, Executive Agencies Act, Regulations and Financial Instructions 
• Sound knowledge of Government Policies, Procedures, Rules and Regulations
• Considerable knowledge of management principles and practices 
• Ability to plan, organize, direct and co-ordinate the work of professional and other support staff engaged in monitoring and evaluation activities 
• Ability to collaborate with relevant stakeholders to provide relevant information for ongoing evaluation of project activities, effects and impacts 
• Ability to compile and analyse data and prepare comprehensive reports 
• Sound appreciation of risks identification and strategies 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Office Administration, Business/Public Administration, Management Studies or related discipline; 
• Three (3) years related experience in a fast-paced Executive/Corporate Analysis environment. 

Special Conditions Associated with the Job:

• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• May be required to travel locally and overseas to attend conferences, seminars and meetings. 

Please note that only shortlisted applicants will be contacted.