POSITION TITLE : PERSONAL SECRETARY
GRADE : E
NO. OF POSTS : ONE (1)
DEPARTMENT : ADMINISTRATION
RESPONSIBLE TO : DIRECTOR PLANNING
JOB SUMMARY
Under the general supervision of Director, the incumbent is responsible for performing the following duties in the area of assignment; production of documents, office administration, preparation of meetings and official trips, office security and supervision of subordinate staff.
MAIN DUTIES
1.0. TYPING PRODUCTION AND DISTRIBUTION OF DOCUMENTS
1.1. Types correspondence and documents to put written communication into a legible presentation.
1.2. Seals classified documents to accord office secrecy.
1.3. Takes and transcribes dictation to a legible presentation to cut down on senior official’s drafting time.
1.4. Photocopies documents to enable wide distribution.
1.5. Binds reports and other documents and distributes them as necessary for information.
2.0. OFFICE ADMINISTRATION
2.1. Receives and relays messages through a suitable medium to facilitate the taking of appropriate action.
2.2. Transmits messages through an appropriate medium and dispatches mail to facilitate communication with various organizations and individuals.
2.3. Maintains Master of High Court’s diary to facilitate timely and relevant action.
2.4. Receives records and passes incoming mail to the senior official to facilitate appropriate action.
2.5. Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
2.6. Prepares a routing slip as necessary to facilitate immediate action.
2.7. Maintains a record system and files correspondence for access to information and reference.
2.8. Registers out-going mail ad instructs messenger on delivery/postage for record and appropriate dispatch.
2.9. Receives visitors, attends to their requests and refers their queries to other officers as necessary to regulate and speed up the process of service delivery.
2.10. Checks status of office equipment in the office of Master of High
Court and own office and recommends service or replacement to minimize work-flow disruptions.
3.0. ARRANGEMENT OF OFFICIAL TRIPS AND VISITS
3.1. Composes itinerary of business journeys for the senior official as assigned to enable successful travel.
3.2. Arranges entry visas, accommodation, and transport for the senior official to enable successful stay and movement in the host country.
3.3. Advises senior official to retire tour imprest as appropriate for accountability of public funds.
3.4. Checks and confirms the validity of travel documents ad certificates
of inoculation of a senior official in order to ensure adherence to immigration and health requirements of a host country.
3.5. Arranges entry visas, accommodation, and transport for official guests to enable their stay and movement in the country.
3.6. Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
4.0. ORGANISATION OF OFFICIAL MEETINGS AND CONTROL
ENTERTAINMENT.
4.1. Issues letters of invitation for meetings, conferences and official
entertainment and confirms attendance to facilitate participation and hosting logistics.
4.2. Organizes refreshments for official meetings to promote good public relations.
4.3. Communicates senior official’s acceptance/decline of invitation in
order to facilitate hosting logistics and to avoid disappointments.
4.4. Maintains an official guest list in order to adhere to protocol
practices and to avoid errors of omission.
5.0. OFFICE SECURITY
5.1. Closes windows and locks the entire office suite and activates the alarm system to prevent loss and theft.
5.2. Locks in all classified correspondence and documents to prevent unauthorized access.
5.3. Switches off heating/cooling system on vacation of office to prevent accidental fire occurrences.
5.4. Posts security procedures in Senior Official’s and own office in order to facilitate adherence to security.
5.5. Logs in the bios system of the computer to restrict access.
6.0. SUPERVISION OF STAFF
6.1. Occasionally conducts induction for subordinate staff in the cadre to
enable their adaptation in their work.
6.2. Identifies training needs for subordinate staff and makes
recommendations to the training officer to ensure continuous improvement.
6.3. May assign work to subordinate staff and checks progress to monitor
flow and quality control.
6.4. May appraise subordinate staff to manage performance.
Performs any other related duties that may be assigned due to the demand of the service.
7.0. ENTRY REQUIREMENTS
Direct Entry
• Diploma in Secretarial Studies from recognized institution plus
five (5) years work experience in secretarial duties.
OR
• Advance Typing speed of 50 wpm plus ten (10) years working
experience in secretarial duties and Office Procedures. Advanced word processing will be an added advantage.
•In-service entry
• By promotion of a serving Assistant Personal Secretary with:
– Diploma in secretarial studies from a recognized institution plus five (5) years work experience in secretarial duties.
Advanced word processing will be an added advantage.
OR
– Typing speed of 50 wpm plus ten (10) years work experience in secretarial duties and office procedures. Advanced word processing will be an added advantage.
ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED.
Applications on relevant forms of G.P 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, National Identity Document, etc should be hand delivered to HUMAN RESOURCES DIVISION AT THE MINISTRY OF TRANSPORT:
NOT LATER THAN 07TH SEPTEMBER, 2020