Senior Secretary

Responsible for providing general secretarial and administrative support services to the Director, Human Resource Development & Management to facilitate the smooth and efficient operations of the department.

• Receive, log and process incoming/outgoing mail and ensure that all documents leaving the office are adequately prepared/logged for dispatch.
• Prepare agendas for meetings and organize relevant information and documents as well as record and transcribe minutes of meetings and prepare relevant action sheet and follow-up on action items. 
• Prepare and maintain reports of meetings attended/facilitated by the Director, Human Resource Development & Management.
• Prepare brief in order that the Director, HRM & Development can keep up to date on priority programmes of departments/units as well as to provide background information on ongoing activities.
• Examine correspondence and bring relevant matters to the attention of the head of department as well as compose, draft, edit, type and prepare correspondence, memoranda, department reports and documents.
• Schedule and maintain a diary of meetings/appointments and brief the Director, HRD and Management on matters before confirming meetings/appointments.
• Assist in the preparation of the Human Resource Development & Management Department Unit Plan.
• Prepare late and absenteeism report for each month for submission to the relevant officers.
• Check attendance register on a daily basis and mark a red line at the end of each reporting time.
• Ensure that the attendance register is always available for use; make request for new one when needed as well as remove the finished one and file properly.
• Prepare routine job letters on behalf of staff members upon request.
• Coordinate/compile and prepare draft of the Human Resource Department Annual Budget, Operational and Corporate Plan.
• Organize exit interviews upon disengagement of any staff member.
• Maintain and coordinate the distribution of Human Resource Policies and Procedures
• Follow up on matters pertinent to the operational activities of the department as well as outstanding matters/action to be executed by the head of department.
• Maintain contact with persons/groups who are crucial to the successful implementation of programmes for which the head of department has direct responsibility.
• Maintain an up-to-date record of all Job Descriptions and Specifications, Performance Standards and Performance Appraisals; this will include sending out advisory to Heads of Departments about any changes in duties /job functions and amending job Descriptions accordingly.
• Excellent written, oral and presentation skills.
• High level of initiative, professionalism, good work ethics, and time management skills.
• Ability to work under pressure and handle challenging situations.
• Superior organizational, customer service, human relation and interpersonal skills.