GRADE : F
REPORT TO : CHAIRMAN IEC
JOB SUMMARY:
Under the general supervision of the Chairman, the Executive Secretary is responsible for production and distribution of documents, mail processing and records management; organisation of official meetings, conferences and official entertainment, organisation of official trips and visits, office security, improvement of secretarial services and dissemination of information in order to provide an effective administrative support.
KEY RESPONSIBILITIES:
• Organizational arrangements.
• Production of Documents.
• Maintenance, storage and retrieval of documents.
• Report writing.
MAIN DUTIES:
• Makes arrangements for the Chairman’s meetings and consultations, notifying participants and confirming times and venues.
• Types correspondences and documents to put written communication into a legible presentation for the Chairman.
• Obtains, distributes copies and files documents as required by the Chairman.
• Receives and gives messages to the office of the Chairman.
• Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics for the Chairman.
• Prepares travel bookings (domestic and international) and arranges visas, accommodation for the Commissioners and Director of Elections to enable successful stay in the host country.
• Consults and maintains diary of events and appointments to enable effective time management.
• Takes and records minutes for the meetings of the Chairman.
• Write and files reports for the office of the Chairman.
JOB SPECIFICATION
EDUCATION AND EXPERIENCE:
-Degree in Office Management plus 5 years in relevant field.
OR
Diploma in Secretarial studies from a recognised institution plus 10 years’ experience in secretarial duties
OR
Typing speed of 60 wpm and 10 years’ experience in secretarial duties and office procedures; and advanced Microsoft Word, Excel and Outlook is essential.
Interested candidates must submit their applications accompanied by up-to-date Curriculum Vitae with three referees, copies of certified qualification certificates and transcripts, addressed to: [email protected]
reference name of the applied position.
Applicants should be a registered voter with Independent Electoral Commission. The appointment is on a contract basis that is conterminous with that of the Chairman.
The Contract of the Chairman is five (5) years.
Deadline for submission is on the 20th March 2021.
Only shortlisted candidates will be contacted.