REMUNERATION

Basic Salary: $1,711,060.00-2,301,186.00 per annum

2 Year Renewable Contract 

NUTRITION PRODUCTS LIITED  

POST IDENTIFICATION

TITLE OF POST:                                    Senior Secretary

POST CLASSIFICATION:                    OPS/SS 3

DEPARTMENT:                                    Human Resource & Dept.             

REPORTS TO:                                 Manager, Human Resource Management     

                                                         &   Development

JOB SPECIFICATION

Summary:

The incumbent is responsible for providing administrative and secretarial duties for the Department assigned in accordance with established office standards and procedures.

MINIMUM REQUIREMENTS

(a)         Specific knowledge (however acquired) of general procedures

• Comprehensive knowledge of Human Resource procedures and policies
• Comprehensive knowledge of secretarial practice procedures
• Basic knowledge of Human Resource procedures
• Sound knowledge of relevant computer systems and applications

(b)         Qualification & Experience

• Diploma Human Resource Management or Management Studies or Public Administration
• Certificate in Secretarial Studies from a recognized institution
• Experience in administration and research
• two (2) years’ secretarial/junior administration experience.

(c)         Required skills and Specialized Techniques

• Excellent time management and organizational skills
• Ability to research and ‘mine’ for information/data
• Ability to work on own initiative
• Good planning skills
• Good analytical skills
• Ability work under pressure
• Good vision for details, methodical
• Be able to work with confidential information
• Excellent interpersonal, human relations and communication skills;
• Excellent resourceful skills

(d)         Working Conditions

• Office environment
• Occasional irregular work to assist in promotional events for the Company
• Constant flow/heavy traffic of internal and external clients (visitors, staff)
• Occasional walking across campus to make delivery of mails in the absence to the messenger

JOB DESCRIPTION

REPORTING RELATIONSHIPS

Reports To:                                                              Senior Manager, Human Resource

                                                                                Management & Development                               

                                                                                                                                    ____

Supervision Given To:                                              Nature of Supervision                       

            (a)       Directly:                                             N/A

(b)         Indirectly:                                          N/A

Liaises with:

(a)         Internally

All functions within the Company

Company Board

(b)         Externally

Public

Advertising Agencies

Ministry of Education & Youth

Ministry of Finance & the Public Service

Key Outputs:

• Punctuality Reports prepared
• Contracts prepared
• Research conducted
• Posts advertised
• Lunch register/ timecards prepared
•  Stationaries distributed
•  Minutes transcribed and distributed
• Follow ups
• Advise/guidance provided
• Interviews conducted
• Letters prepared
• Notices and Bulletins prepared

Duties and Responsibilities

1. Interviews

a)   Participates in conducting interviews for the employment of ancillary staff

1. Research information to compile the HR reports;

1. Special Projects

a)   Plans appreciation luncheon/brunch for Administrative Appreciation Day;

b)   Participates in planning and coordinating welfare/wellbeing activities for staff  

c)   Plan and distribute tokens to Administrative Professionals

1. Assists in coordinating employment process through

a)   Preparing offer letters

b)   Preparing employment letters/contract

c)   Collecting relevant employment document from potential employees

d)   Preparing reference letters;

e)   Following up on the necessary character reference checks

f)     Issuing required employment documents

                                                      i.        Appointment forms

                                                     ii.        Insurance forms

1. Assists in Administering the selection process for prospective employees through

a)   Marking of assessment instruction (English Test) for secretarial, clerical staff

b)   Co-ordinating presentation of assessment instruments to prospective candidates and monitoring/timing their completion of the tests

1. Acts as a focal point for departments

a)   Assist and answer questions and inquiries as reception for the Human Resource Department

                                                      i.        In person

                                                     ii.        Over the phone

                                                    iii.        Through mails

b)   Assist employees in the general inquiries

                                                      i.        Preparation of employment verification letters

                                                     ii.        Answer employees’ questions

1. Ensures that the hiring process is efficiently executed.  This involves:

a)   Preparing Advertisements

b)   Placing the vacancy notice in the relevant publications

                                                      i.        Internal

                                                     ii.        Notice Boards

                                                    iii.        On-line (internet)

c)   Compiling application received and batching according to requirements

d)   Submitting applications of qualified applicants to the respective managers for shortlisting

e)   Contacting shortlisted candidates;

f)     Preparing the relevant assessment documents for the interview and testing phase;

g)   Compiling interview scores for final selection decision

h)    Preparing and submitting recommendations from the Interview Panel on selection and promotion of staff to the Chief Executive Officer for approval

i)      Reference Checks

j)      Preparing offer letter to finalist

1. Provides guidance staff in respect to operation of existing policies/procedures and on some HR-related matters, as may be necessary and/or applicable;

1. Prepares and design notices and bulletins to staff

a)   Birthday announcements.

b)   Rewards and Recognitions

1. Collates, for submission to the Chief Executive Officer through the Senior Manager, interview reports on candidate’s performance as prepared by the interviewing panel;

1. Prepares correspondence advising management and staff on classification matter and provide information on the application of classification policies and procedures;

1. Transcribes correspondence from shorthand and/or written material using word processing equipment

1. Receives and dispatches all incoming and outgoing mails for the Department.

a)   Sort and distribute all incoming and outgoing mail and other correspondence

b)   Book appointments, organize and schedule meetings as required for the Senior Manager of Human Resource

1. Draft responses to correspondence on instructions;

1. Conduct follow up exercise in respect to documents sent to the Ministry of Education; Ministry of Finance; internally to Departments in respect to appointment/promotion; payment of allowance etc.

1. Maintain a variety of subject-matter records and personal files, for example Board Submissions and Decisions on HR matters;

1. Attend meetings as arranged by the Senior Manager, Human Resources.  This includes:

a)               Assembling and organizing information for meetings

b)               Preparing and distributing agendas for meetings

c)               Taking notes and drafting minutes of meeting for  

vetting by the Senior Manager, Human Resources, or    her/his   Managers.

d)               Distributing minutes of meetings on a timely basis

e)               Assisting in taking the necessary actions following

          decisions made at meetings arranged;

1. Reviews of all HR documents ensuring up to date information consistent with current policies;

1. Ensures that all materials handled by the Manager, Human Resource Management & Development are kept confidential and that minutes and information from minutes are kept confidential and private;

1. Liaises with the various Ministries as it relates to employee issues

a)   Appointment

b)   Promotion

c)   Incremental payment

d)   Qualification payment

1. Requests and distributes stationery for the Department.  This includes:

a)   Monitoring the usage of the items and make representation for re-ordering;

b)   Soliciting the input of staff within the Department in respect to their needs and goods for ordering;

1. Prepares Part- Time Contracts for employment and ensures the timely movement at each phase in the process towards signature by staff and submission to the Finance Department for payment;

1. Assists in the preparation of time cards

1. Assists in the preparation of lunch register sheets by:

• Checking lunch register sheets on a daily basis and calculate amount to be paid over to the canteen concessionaire
• Recording calculated amount on the lunch register by using the computer
• Copying completed lunch register for canteen concessionaire and fie original
• Comparing invoiced amount received from concessionaire with the calculated amount in order to verify and prepare payment

1. Participates in arraigning ID sessions for staff and liaise with provider in respect of issues that may arise from time to time.

1. Assists in planning and monitoring the advertisement of vacant posts and ensure adherence to policies and procedures;
2. Liaise with the Chief Executive Officer’s secretary and other secretaries to co-ordinate common activities to facilitate smooth operation;

1. Assists the Registrar in maintaining an inventory of archived files;

1. Assists the Manager and Assistant Managers with the research and organization of Workshops and Seminars;

1. Compiles punctuality and attendance reports on a monthly basis

1. Performs any other related duties that may be assigned from time to time.

AUTHORITY TO:

• Screen telephone calls and visitors
• Circulate memoranda and circulars
• Follow-up on outstanding matters

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

• Secretarial standards are strictly adhered to;
• Job functions are performed accurately and submitted by required deadline
• Confidentiality, integrity and tact are exercised in the performance of duties.
• Punctuality Reports accurately prepared and submitted within established guidelines
• Contracts accurately prepared within established timeframe
• Research are comprehensive and conducted within established timeframe
• Advertisements are error free 
• Lunch register/ timecards accurately prepared
•  Stationaries are requested and distributed in keeping with established guidelines
•  Minutes are accurately transcribed and distributed within established timeframe
• Follow ups are conducted in keeping with established timeframe
• Advise/guidance provided are accurate and in a timely basis
• Interviews conducted in accordance with established timeframe
• Letters prepared are error free and dispatched within established timeframe
• Notices and Bulletins are accurately prepared and posted within established timeframe