Background information about the job or company (e.g., role context, company overview)

The incumbent will be responsible to the Operation Coordinator/ Manager for performing the following duties:-

Responsibilities or duties

• Strategically manage the daily calendars, complex meeting schedules, and official appointments for the Operation Coordinator and Manager.
• Lead logistical planning and execution for internal team meetings, large-scale program workshops, and stakeholder consultations.
• Formulate professional agendas, assemble supporting briefing materials, and produce accurate, high-quality minutes of all official proceedings.
• Efficiently screen, manage, and direct phone calls, incoming visitors, and high-level officials with a high standard of professional courtesy.
• Track, log, and manage incoming and outgoing mail and official communications, ensuring rapid and accurate internal routing to relevant team members.
• Draft, proofread, format, and finalize official administrative letters, internal memos, certificates, and general correspondence.
• Establish, optimize, and maintain highly secure, logical physical and electronic filing systems to store and retrieve vital program documents.
• Ensure confidential program archives and document databases are organized in compliance with institutional data management protocols.
• Requisition, track, and monitor the usage of essential office stationery, printing materials, and kitchen supplies to prevent shortages.
• Coordinate closely with the general support and maintenance teams to ensure the workspace remains organized, orderly, and meets high cleanliness standards.

Qualifications or requirements (e.g., education, skills)

Minimum Qualification: Bachelor’s Degree (Honours) in Public Relations management, Development Studies and Project Planning and Management, Secretarial Studies, Office Management, Business Administration, or a related field.

Experience needed

1. Minimum of 5 years of relevant professional experience.

2. At least 5 years of experience providing secretarial support within donor-funded programs (e.g., World Bank) or public sector institutions.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Minimum Age: 25

Maximum Age:

Vacancies: 1

Reference:

• Strategically manage the daily calendars, complex meeting schedules, and official appointments for the Operation Coordinator and Manager.
• Lead logistical planning and execution for internal team meetings, large-scale program workshops, and stakeholder consultations.
• Formulate professional agendas, assemble supporting briefing materials, and produce accurate, high-quality minutes of all official proceedings.
• Efficiently screen, manage, and direct phone calls, incoming visitors, and high-level officials with a high standard of professional courtesy.
• Track, log, and manage incoming and outgoing mail and official communications, ensuring rapid and accurate internal routing to relevant team members.
• Draft, proofread, format, and finalize official administrative letters, internal memos, certificates, and general correspondence.
• Establish, optimize, and maintain highly secure, logical physical and electronic filing systems to store and retrieve vital program documents.
• Ensure confidential program archives and document databases are organized in compliance with institutional data management protocols.
• Requisition, track, and monitor the usage of essential office stationery, printing materials, and kitchen supplies to prevent shortages.
• Coordinate closely with the general support and maintenance teams to ensure the workspace remains organized, orderly, and meets high cleanliness standards.

• Public Relations management
• Development Studies
• Project Planning and Management
• Secretarial Studies
• Office Management
• Business Administration
• Calendar Management
• Meeting Scheduling
• Logistical Planning
• Agenda Formulation
• Minute Taking
• Communication Screening
• Mail Management
• Correspondence Drafting
• Filing Systems Management
• Data Management
• Inventory Management
• Workspace Organization

• Bachelor’s Degree (Honours) in Public Relations management, Development Studies and Project Planning and Management, Secretarial Studies, Office Management, Business Administration, or a related field.
• Minimum of 5 years of relevant professional experience.
• At least 5 years of experience providing secretarial support within donor-funded programs (e.g., World Bank) or public sector institutions.