Job Description

Role Purpose:



To provide executive administrative assistance to the Executive Director or Departments Directors by coordinating schedules, contacts, correspondences, travel arrangements, office documentation and reporting among others administrative duties.



Key Responsibilities/Duties:



1. Office Meetings: Manages the sector/departments' meetings and appointments, and ensure that meeting minutes, agendas and actions items are up to date; coordinates with other parties for the meeting schedules and requirements; ensures that all sector/departments' action items from meetings are distributed in a timely manner.

2. Administrative Support: Manages the sector/departments' administration requirements, subject to availability of staff; provides administrative assistance to the Executive Director/Departments' Directors for the sector's operations by preparing correspondence and handling documentation management, among other duties.

3. Sector Communication: Distributes the sector's correspondence to the respective officers on time.

4. Office Database: Maintains the Executive Director/ Departments' Directors' administrative database and maintains the confidentiality and safekeeping of the office documents as required.

5. Customer Surveys: Leads the planning, administration, and documentation of two customer satisfaction surveys annually.

6. Documentation and Reporting: Assists in organizing and maintaining official documents and preparing the sector/departments' monthly report for endorsement and submission to the Director General every first week of the succeeding month.

7. Follow-up of Tasks & correspondence: Follow-up the responsible staff for the tasks, actions delegated by the Executive Director/ Departments' Directors from time to time. Follow-up for correspondence of Government Departments, external entities.

8. Other Duties: Performs other office administrative job-related duties as may be assigned from time to time.



Qualifications



Academic Qualifications:



Bachelor's degree or any equivalent.



Certifications:



Administrative Skills Certification.



Professional Experience:



Preferably (0-1) year working experience in professional role.