NPL Executive Secretary

Performs, coordinates, oversees admin duties in support of the CEO, including the provision of varied and complex office duties; may supervise clerical and other support staff, and perform other duties as assigned.

JOB SUMMARY:

Under general supervision of the Chief Executive Officer (CEO), performs, coordinates and oversees administrative duties in support of the CEO, and the Executive Secretary, including the provision of varied and complex office duties; may supervise clerical and other support staff, and perform other duties as assigned.

Key Outputs:                 

• Minutes of meetings prepared
• Mails dispatched
• Budget process coordinated
• Records and files maintained
• Follow ups conducted
• Research conducted
• Diary maintained
• Reports/documents reviewed and summarized
• Responses to correspondence
• Presentations
• Databases for Policies and Procedures, training curriculums maintained

Duties & Responsibilities:

Technical/Professional Responsibilities

• Transcribe correspondence from shorthand and/or written material using word processing equipment

• Receive and dispatch all incoming and outgoing mails for the Department.

• Maintain a variety of records such as files, section and programme budgets, reports and purchase requisition, etc.;

• Engage in follow-up/monitoring activities to ensure that meets established deadlines and communication made with clients (internal and external) regarding action needed and provide status reports to the CEO.

• Assist with the compilation of information for project documents/proposals, for submission to funding agencies;

• Assemble and organize information for meetings to which the CEO attends and maintain a file of all approved meetings agendas and minutes.

• Keep CEO and  files up-to-date and organized

• Screen and prioritize incoming correspondence and to make appropriate responses in accordance with the guidelines set by the CEO;

• Maintain the CEO’s diary of appointments and keep her/him updated in this respect;

• Ensure that the CEO’s office is kept private at all times and that all materials handled by him/her are kept confidential and that minutes and information from minutes are kept confidential and private;

• Plan, co-ordinate and record minutes of Managers’ meetings or any other meeting to which the CEO is the Chairperson.  This includes:

• Assemble and organize information for meetings
• Preparing and distributing agendas for meetings
• Taking notes and drafting minutes of meeting for vetting by Supervisor/s.
• Distributing minutes of meetings on a timely basis
• Assisting in taking the necessary actions following decisions made at meetings arranged;

• Liaise with other Secretaries to co-ordinate common activities to facilitate smooth operation;

• Assist the CEO in research and preparation of speeches for official presentation;

• Request and maintain stationery for the Office;

• Draft responses to letters on the direction of the CEO.
• Provide word processing, spreadsheet and power point presentations.
• Maintain databases for Policies and Procedures, training curriculums and other documents as requested by the CEO.
• Perform any other duties that may be assigned by the CEO from time to time.

Performance Standards:

 Job is satisfactorily performed when all agreed standards are met’

• Minutes of meetings are accurately prepared within established timeframe and format
• Mails are recorded and dispatched within established timeframe
• Records and files maintained in accordance with the Company’s standards
• Follow ups conducted and documented within established timeframe
• Diary accurately maintained in accordance with established timeframe
• Responses to correspondence are error free and done within established timeframe
• Databases for Policies and Procedures, training curriculums maintained in accordance with stipulated guidelines

Minimum Qualification & Experience

• Diploma in Management Studies or Public administration from a recognized tertiary institution
• Certificate in Secretarial Studies from a recognized institution
• Experience in administration and research
• At least two (2) years’ experience in the related area

Required Competencies:

Core Competencies:

• Sound written and oral communication skills
• Excellent interpersonal and customer service Skills
• Excellent integrity/ethics displayed in the performance of duties

Functional Competencies:

• Sound knowledge of Computer Applications.
• Excellent time management and organizational skills
• Ability to work on own initiative
• Excellent organizational skills including ability to manage multiple projects
• Ability to relate professionally and positively in a stressful environment.
• Business correspondence formatting.
• Ability to provide complex office administrative support in the areas of project management, report preparation and staff communication.
• Ability to mediate issues and disputes that arise and seek assistance as necessary.
• Comprehensive knowledge of the principles and practices of office procedures/administration
• Comprehensive knowledge of secretarial practices
• Skill in various Microsoft Office products and skill or aptitude for Power Point/ Project Manager is also required.
• Advanced word processing skills and ability to work with complex Excel spread sheets

Liaison:

(a)  Internally:                 

Chief Executive Officer                      

Other Secretaries                     

Managers/Supervisors                                

                   Head of Departments                         

                   Directors                                           

                   Registrar                                 

All other Sections in the Institution    

                   Bursary                                             

(b)   Externally

                        Public

                   Ministry of Education Youth and Information

                   Ministry of Finance and the Public Service

Working Conditions

• Office environment
• Occasional irregular working hours; to attend meetings or assist in the preparation/co-ordination of official functions/activities

REMUNERATION

Basic Salary: $1,984,305.00 - $2,668,670.00 per annum

Applications along with resumes should be submitted for the attention of the Human Resource & Administrative Services Manager.

Human Resource and Administrative Services Manager

We thank everyone for applying but only shortlisted applicants will be contacted.