Job Purpose:

To provide administrative and secretarial support for a proper office environment

Specific Duties and Responsibilities

• Draft correspondence, scheduling appointments, organizing and maintaining files.
• Respond to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls.
• Update the office diary, providing information to callers and visitors, typing letters and reports as well as filing and retrieving documents.
• Receive official visitors and walk-in customers by ascertaining the nature of business and directing them accordingly.
• Receive, sorting, recording and distributing mail, general correspondence and documents to appropriate officials.
• Schedule appointments and screening requests for meetings, synchronizing and updating the Project Coordinator’s appointments.
• Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
• Locate and attach appropriate files to correspondence or queries as well as organizing filing and retrieval systems.
• Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.

Qualifications

• Applicants should hold a Degree in Office Management and Secretarial studies from a recognised institution OR Degree in Public Administration or Social Sciences plus a diploma in Secretarial Studies.

• Draft correspondence, scheduling appointments, organizing and maintaining files.
• Respond to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls.
• Update the office diary, providing information to callers and visitors, typing letters and reports as well as filing and retrieving documents.
• Receive official visitors and walk-in customers by ascertaining the nature of business and directing them accordingly.
• Receive, sorting, recording and distributing mail, general correspondence and documents to appropriate officials.
• Schedule appointments and screening requests for meetings, synchronizing and updating the Project Coordinator’s appointments.
• Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
• Locate and attach appropriate files to correspondence or queries as well as organizing filing and retrieval systems.
• Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.

• Applicants should hold a Degree in Office Management and Secretarial studies from a recognised institution OR Degree in Public Administration or Social Sciences plus a diploma in Secretarial Studies.