MANAGEMENT SECRETARY (6 MONTHS CONTRACT)

Purpose of the Job
To provide secretarial and administrative support to the superior in order to ensure efficient and effective operation of the Director’s office

Statements of Main Accountabilities

• Types all correspondence/documents in order to ensure that all correspondence and other documents are efficiently typed and submits for quick action.
• Maintains all correspondences/documents accurately and keeps a record of the Superior‘s appointments.
• Receives telephone calls and takes down messages appropriately.
• Ensures that all confidential and other documents from both internal and external sources are well secured.
• Ensure that visitors/clients are attended to and that their queries are appropriately attended to.
• Maintains all office use materials/Teas and Stationery for the Director‘s office and other staff members by making sure the Offices have all the stationery required at the right time and give support staff services to basic administration work in the Department.
• Ensures that every instruction given by the immediate supervisor to other staff members is coordinated appropriately at all times.
• Ensures that stock levels of stationery are maintained for the smooth operations of the office.
• Operates standard office equipment: computer, fax machine, photocopier, scanner, binder, laminator and shredder.
• Processes travel documents, makes flight bookings and draws necessary allowances for superior
• Prepares and maintains accurate talk time schedules for superior and ensures that same is timely distributed.
• Reconciles and ensure availability of petty cash

Knowledge and Skill Requirements:

• Grade 12 Certificate with Five (5) O Levels
• Diploma in Secretarial Services and or Diploma in Management Studies
• 3 – 5 years’ experience in a similar role in a comparable organization
• Ability to conceptualize ideas and communicate effectively both orally and in writing
• Ability to develop new ideas.