Secretary

We are looking for a Secretary to perform a broad range of secretarial and administrative functions which include, but not limited to, managing diaries for the Director and his professional staff, dealing with member state representatives and other stakeholders.

Key Responsibilities

• Ensure that all secretarial duties are done timely and correctly.
• Draft routine letters and correspondence as required.
• Type letters, reports, memos and other correspondence and make photo-copies as required.
• Design and maintain the Corporate Services Directorate’s filing system, keeping filing up-to-date, neat and tidy.
• Answer telephone of the Director, screens calls according to guidelines received from the Director and own initiative.
• Take messages where applicable and makes outgoing calls as requested.
• Answer queries as far as possible or refer to relevant Directors.
• Processes visa applications
• Co-ordinate diary, travel and accommodation arrangements for the Director.
• Plans and coordinates daily activities by discussing and confirming appointments, meetings and prioritizes work activities on a daily and weekly basis.

Provides a secretarial service with regard to the following:

• Maintenance of a complete telephone and address database.
• Screening mail received (e-mails) and forwards to relevant Director of staff member when required.
• Printing e-mails that need to be attended to.
• Organizing the Director’s electronic files and e-mail addresses.
• Assists with relief duties as and when required.
• Stands in for other Secretaries in their absence.

General:

• Assist with preparation of presentations.
• Take minutes of meetings as required.
• Arrange and serve refreshments during meetings of the Directorate.
• Ensures that the Director’s office, reception and boardroom are properly maintained.
• Performs any other duties which may be assigned.

Qualifications required:

• Secretarial Diploma
• Minimum 3 years Secretarial experience
• Proficient in Microsoft Office
• Proven track record in the management and administration of an executive’s office preferably in a multilateral organization

Competency Requirements:

• Proficient in written and spoken English
• Good communication skills
• Excellent telephone skills
• Customer care skills
• Skilled in the use of standard office equipment; standard office procedures, secretarial budgetary duties, and travel arrangements.

Problem Solving and Decision Making (Range and Depth):

• The incumbent is required to decide on the most appropriate way to prioritize work and manage the workload of the Director.

Checks and Balances on Problem Solving and Decision Making Authority:

• Guidance and instructions from Director.

Co-ordination of work with others:

 The incumbent is required to work closely with:

• Directors
• Deputy Directors
• Professional Staff
• Peers

 Duration: 6 months contract

Closing date: 20 May 2025