Admin & Office

Secretary & Personal Assistant

Full Time

Required qualifications

A Diploma/Bachelor’s Degree in Secretarial Administration, Public/International Relations, Diplomacy, Business Administration or any other relevant qualification
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:

Good character
A Self-starter with a strong desire to learn
Strong interpersonal skills and a good team player
Ability to work under pressure and meet deadlines
Strong communications skills
Responsibilities

Main Duties and Responsibilities:

Secretary & PA to the ED:
Arrange and manage appointments for the Executive Director (ED), including his/her travels, visas, meetings and other engagements;
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
Type, or otherwise prepare, documents generated by the ED and distribute or dispatch them accordingly. File all records to and from the ED;
Monitor the supply of materials in the office of the ED, including stationeries, and replenish them as required;
Prepare trip reports and records on behalf of the ED for use in developing annual technical reports;
Regularly maintain and keep the office of the ED in order in liaison with the ED; and
Call the ED’s attention to deadlines, ahead of time to ensure they are met;
Administrative roles:
Screen all official correspondence addressed to the ED, where appropriate redirect it to the relevant ATPS officers;
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;
Arrange necessary supplies and/or services for meetings called by the ED;
Give administrative and secretarial support to the Finance and Administration office
and carry out specialized activities;
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.;
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
Effectively manage ATPS’s calendar of events and the Executive Director’s daily schedule.
Programme Administration:
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;
Assist in drafting and consolidating donor reports for submission to donors on a timely basis;
Assist with monitoring and implementation of programme/project activities involving extensive liaison with the field projects;
Maintain time sheets from research staff and external researchers;
Assist with the compilation of material/documents for meetings and package these;
Assist with preparation of grant and consultancy contracts and the contract circulation forms;
Coordinating the receipt and review of conference submissions and ensuring reviews are sent to the research and communications department on a timely basis;
Assist with the management of conference activities including ensuring timelines are met and the necessary reports submitted; and
Other duties as assigned by your Supervisor or the Executive Director

How To Apply

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