Summary
Date Posted: Friday, September 17, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Secretary & Personal Assistant to the Executive Director

Required qualifications
• A Bachelor’s Degree in Secretarial Administration, Public/International Relations, Diplomacy, Business Administration or any other relevant qualification
• Minimum of 3 years professional experience in similar international organizations
• Professional course in public relations /secretarial course will be an added advantage

Required skills and competencies:
• Proficiency in the use of computers
• Excellent analytical, communication, organizational, and interpersonal skills
• Should demonstrate excellent spoken and written English language skills with good telephone etiquette
• Must be highly organized, dependable, result oriented and good time manager
• Experience in working in an international organization
• Proficiency in French language will be an added advantage

Personal Attributes:
1. Good character
2. A Self-starter with a strong desire to learn
3. Strong interpersonal skills and a good team player
4. Ability to work under pressure and meet deadlines
5. Strong communications skills

Responsibilities
Main Duties and Responsibilities:
• Secretary & PA to the ED:
o Arrange and manage appointments for the Executive Director (ED), including his/her travels, visas, meetings and other engagements;
o Manage all incoming and outgoing communications and correspondences, in all cases ensuring security from loss or damage and, where required, maintaining confidentiality for the ED’s engagements
o Type, or otherwise prepare, documents generated by the ED and distribute or dispatch them accordingly. File all records to and from the ED;
o Monitor the supply of materials in the office of the ED, including stationeries, and replenish them as required;
o Prepare trip reports and records on behalf of the ED for use in developing annual technical reports;
o Regularly maintain and keep the office of the ED in order in liaison with the ED; and
o Call the ED’s attention to deadlines, ahead of time to ensure they are met;
• Administrative roles:
o Screen all official correspondence addressed to the ED, where appropriate redirect it to the relevant ATPS officers;
o Ensure all documents brought to the ED for his/her approval have passed through all the stages required by the established procedure, and explain to ATPS staff this procedure;
o Arrange necessary supplies and/or services for meetings called by the ED;
o Give administrative and secretarial support to the Finance and Administration office
o and carry out specialized activities;
o Jointly with Finance and Administration Manager, be responsible for all immigration matters for international staff, SROs, ED i.e. work permits, re-entry passes, dependant passes, IDs, etc.;
o Jointly with the Finance and Administration Manager, responsible for obtaining project equipment quotations as well as following up on receipt of shipment by the recipients; and
o Effectively manage ATPS’s calendar of events and the Executive Director’s daily schedule.
• Programme Administration:
o Keep track of the status of Research grants and donor programmes and assist with maintenance of all correspondence and files on programs, research projects and researchers;
o Assist in drafting and consolidating donor reports for submission to donors on a timely basis;
o Assist with monitoring and implementation of programme/project activities involving extensive liaison with the field projects;
o Maintain time sheets from research staff and external researchers;
o Assist with the compilation of material/documents for meetings and package these;
o Assist with preparation of grant and consultancy contracts and the contract circulation forms;
o Coordinating the receipt and review of conference submissions and ensuring reviews are sent to the research and communications department on a timely basis;
o Assist with the management of conference activities including ensuring timelines are met and the necessary reports submitted; and
o Other duties as assigned by your Supervisor or the Executive Director.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

{module 312}

Job application procedure
Interested and qualified candidates should send an application letter stating their motivation for the job and a detailed curriculum vitae with at least three (3) referees to executivedirector@atpsnet.org  with a copy to finance@atpsnet.org  The deadline for the submission of application is on Thursday, 30 September 2021. Use the job title “Secretary & Personal Assistant to the Executive Director” as the subject of your email when submitting your applications

All Jobs

QUICK ALERT SUBSCRIPTION

{module 316}