JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

Secretary                        

Reports to: Personal Assistant

Department: Director General’s Office

Age Limit: 35

Education&experience

• Bachelor’s degree or equivalent in Business
• Administration
• Diploma in secretariat
• Desirable: Certification in secretariat
• Experience: 3 years’ experience in secretarial activities;

Skills&Knowledge

• A full range of secretarial skills;
• Excellent writing, editing, grammatical and organizational skills;
• Excellent customer service skills
• Good public image and personality
• Discretion and trustworthiness: you will often be party of confidential information
• Maintain high levels of professionalism
• Computer proficiency
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Strong attention to details
• Fluency in English – spoken and written
• Additional language would be an advantage

Key responsabilities

• Provide a full secretarial and administrative support service to the Director General.
• Maintain the diary and arrange appointments as necessary.
• Type reports and routine correspondence from dictation or written sources.
• Screen and respond to all incoming communications including phone calls, complaints to DG’s office, emails and walk in, ensuring correct department distribution incoming and take action as appropriate.
• Draft routine correspondence for approval and signature by the Director General.
• Receive visitors to the office and often controlling access to the Director General
• Open and distribute post.
• Reminding the Director General of important tasks and deadlines.
• Maintain record of all incoming and outgoing mails to DG’s Office
• Keep copies of the signed documents (notes, contracts and any other correspondences incoming or outgoing)
• Maintain the office filing system and all personnel records.
• Operate standard office equipment such as word processor, photocopier etc.
• Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
• Perform any other duty as assigned by the Supervisor.

• 100% accurate records keeping and filing