The nature of this job includes performing tasks of advanced secretarial work; deals with incoming and outgoing mails, follows up the administrative details of the office; and annotates documents for quick reference.

DUTIES AND RESPONSIBILITIES

•  Organizes tasks given to the directorate and brings to  attention;
• Manages and is responsible for the administrative details of assigned office;
• Performs a wide variety of clerical, typing and stenographic duties in the office of management staff;
• Checks and transcribes correspondence, minutes and reports from dictation or written drafts with great care and accuracy.
• Classifies, organizes and supervises the filing system of the office to secure complete and accurate records;
• Maintains proper records of incoming and outgoing correspondence;
• Opens, sorts and routes incoming mail; prepares material for mailing; locates and extracts required information from files;
• Receives telephone calls and messages; gives information to callers; connects callers to supervisor on important matters requiring his attention; places outgoing calls;
• Screens requests for meetings or appointments with the Director; schedules appointment and reminds supervisor when they are due;;
• Helps organize departmental meetings; prepares necessary records and documents; arranges and assembles materials for meetings and prepares report summaries;
• Annotates documents for quick reference;
• Transmits messages, instructions, circulars and remainders from the director to various offices, and follows up their status;
• Arranges travel schedules and reservations for the director;
• Safeguards the confidentiality of all information received and under custody;
• Takes minutes of meetings, workshops and negotiations;
• Operates fax, telex machines and the internet; sends and receives messages;

Executive Secretary Requirements and Qualifications

•  BA Degree in Social Science and Management related field ,
•  5 years in secretarial work of which 2should be as a Senior Secretary
• excellent knowledge in the use of common word processing Software and satisfactory,
•  knowledge of the English Language.