MANAGEMENT SECRETARY (JOB GRADE 5)
\nJob Purpose
\nTo provide efficient and effective administrative and secretarial support services to Management, ensuring smooth office operations, effective communication, excellent document management and filing, scheduling of activities, events and meetings, and coordination of activities in line with organizational standards.
\nKey Responsibilities<\/p>\n
Event Scheduling: Manage and prioritize executives\u2019 calendars, diaries, schedule meetings, and coordinate appointments, and various itineraries
\nCommunication: Handle and prioritize all incoming and outgoing written correspondences, including emails, phone calls, blogs and posts.
\nDocument Preparation: Prepare, format and edit various documents, reports, letters, Memorandum, articles, presentations and publications
\nMeeting Support: Prepare and Circulate Meeting Agendas, take Minutes at Meetings, and ensure all necessary materials are ready for meetings.
\nTravel Arrangements: Plan and book travels and accommodation, as well as create detailed itineraries for business travels, events and trainings.
\nRecords Management: Organize, maintain and manage general office filing systems (physical and digital) for easy retrieval and reference.
\nConfidentiality: Handle sensitive and confidential information with integrity.
\nOffice Support: Assist visitors, manage office supplies and replenishments and ensure office cleanliness, functionality of equipment as required
\nResponse Time Management: Ensure that all incoming and outgoing correspondence are handled and replied to within set turn-around time.
\nRisk Management: Track and maintain up-to-date operational risk registers<\/p>\n
Qualifications and Skills
\nCore Qualifications:<\/p>\n
Grade 12 School Certificate or Equivalent with a minimum of Five (5) \u201cO\u201d Levels, which must include Credits or Better in English and Mathematics.
\nDiploma in Public Administration or related Management disciplines
\nDiploma in Secretarial Studies, with 120\/60 wpm Shorthand and Typing Speed is a mandatory requirement.
\nMinimum of Three (3) years of relevant work experience in similar roles
\nProven Computer Skills (Microsoft Office Tools and internet) is required
\nMembership to a relevant Professional Body is not a must but is desirable
\nPreferred Age Limit: Not older than 45 Years Next Birthday<\/p>\n
Other Desirable Competencies \/ Skills \/ Attributes:<\/p>\n
Results-oriented with excellent organizational and time-management skills
\nAttention to detail, high-grade accuracy, and analytical skills are needed
\nProven ability to multitask, prioritize, and meet tight deadlines is crucial.
\nExcellent written and verbal communication skills
\nExcellent people management, interpersonal and public relations skills
\nDemonstrated proficiency in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) is typically required and basic ICT knowhow is needed
\nHigh integrity, professionalism, accountability and confidentiality are a must
\nDemonstrated problem-solving and conflict management abilities<\/p>\n
\u00a0<\/p>\n
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