MINISTRY : AGRICULTURE & FOOD SECURITY
JOB TITLE : PERSONAL SECRETARY
GRADE : E
RESPONSIBLE TO : DIRECTOR
LOCATION : LAC
JOB SUMMARRY
UNDER THE GENERAL SUPERVISION OF THE DIRECTOR, THE PERSONAL SECRETARY IS RESPEONSIBLE FOR TYPING PRODUCTION AND DISTRIBUTION OF DOCUMENTS; OFFICE ADMINISTRATION; ARRANGEMENT OF OOFFICIAL TRIPS AND VISITS; ORGANIZATION OF OFFICIAL MEETINGS, CONFERENCES AND OFFICIAL ENTERTAINMENT; OFFICE SECURITY AND SUPERVISION OF STAFF
MAIN DUTIES
- TYPING PRODUCTION AND DISTRIBUTION
- Type’s correspondence and documents to put written communication into a legible presentation.
- Seals classified documents to accord offices secrecy
- Tales and transcribes dictation to a legible presentation to cut down on drafting time.
- Photocopies documents to enable wide distribution.
- Binds reports and other documents and distributes them as necessary for information.
- OFFICE ADMINISTRATION
- Receives and relays messages through a suitable medium to facilitate the taking of appropriate action.
- Transmits messages through an appropriate medium and dispatches mail to facilitate communication with various organization.
- Maintains the Directors diary to facilitate timely and relevant action.
- Receives records and passes incoming mail to the Director to facilitate appropriate action.
- Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
- Prepares a routing slip as necessary to facilitate immediate action.
- Maintains a record system and files correspondence for access to information and reference.
- Registers outgoing mail and instructs the Messenger on delivery/postage for record and appropriate dispatch.
- Receives visitors, attends to their requests and refers theirs queries to other officers as necessary to regulate and speed up the process of services delivery.
- Checks office equipment in the Director’s own office and recommends service or replacement to minimize work-flow disruptions.
- ARRANGEMENT OF OFFICIAL TRIPS AND VISITS
- Composes itinerary of business journeys for the Director as assigned to enable successful travel.
- Arranges entry visas, accommodation and transport for the Director to enable successful stay and movement in the host country.
- Advises the Director retire tour imprest as appropriate for accountability of public funds.
- Checks and confirms the validity of travel documents and certificates of inoculation of the Director in order to ensure adherence to immigration and health requirements of the host country.
- Arranges entry visas, accommodation and transport for official guests to enable their stay and movement in the country.
- Arranges appointments and leisure activities for official guest to enable a hospitable visit.
- ORGANISATION OF OFFICIAL MEETING, CONFERENCE
AND OFFICIAL ENTERTAINMENT.
- Issues letters of invitation for meetings, conference and official entertainment and confirms attendances to facilitate participation and hosting logistics.
- Organizes refreshments for official meetings to promote good public relations.
- Communicates the Director’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
- Maintains an official quest list in order to adhere to protocol practices and avoid errors of omission.
- OFFICE SECURITY
- Closes windows and locks the entire office suite and activates the alarm system to prevent loss and theft.
- Locks in all classified correspondence and documents to prevent unauthorized access.
- Switches off heating/cooling system on vacation of office to prevent accidental fire occurrences.
- Posts security procedures in the Director’s and own office in order to facilitate adherence to security.
- Logs in the bios system of the computer to restrict access.
- SUPERVISION OF STAFF
- Occasionally conducts induction for subordinate staff in the cadre to enable their adaptation in their work.
- Conducts in-house training for subordination staff to ensure continuous improvement.
- May assign work to subordinates staff and checks progress to monitor flow and quality control.
- May appraise subordinate staff to manage performance.
JOB SPECIFICATION
- Diploma in Secretarial Studies / Diploma in Office Administration and Management from a recognized institution.
- Relevant working experience of at least three (3) years performing secretarial duties and office procedures
- Typing speed of 50 wpm
OR
- Certificate in Secretarial Studies plus minimum of five (5) years relevant experience performing secretarial duties.
- Typing speed of 50 wpm.