Purpose
The Executive
Assistant to the Director – Cooperatives shall
provide high-level administrative, secretarial, and executive support to the
Director while facilitating effective communication and coordination across the
cooperatives sector. This position is designed for a highly organized and
professional individual who excels in managing complex schedules, handling
sensitive information with discretion, and serving as the primary liaison
between the Director and various stakeholders including cooperative societies,
government agencies, development partners, and the public.
Primary Responsibilities
Executive Support:
- Provide comprehensive administrative support to
the Director – Cooperatives, including managing daily schedules,
appointments, and calendar coordination
- Prepare and compile briefing materials, reports,
and presentations for meetings, conferences, and official engagements.
- Draft, proof-read, and distribute
correspondence, official letters, circulars, and communications on behalf
of the Director
- Coordinate travel arrangements, accommodation
and itineraries for official trips and field visits
- Maintain and update the Director’s contact
database and stakeholder information.
Meeting and Event Management:
- Organize and coordinate high-level meetings
including board meetings, stakeholder consultations, and inter-agency
forums
- Prepare and circulate meeting agendas,
supporting documents, and venue arrangements
- Record accurate meeting minutes and follow up on
action items and decisions
- Coordinate special events, workshops, and
conferences related to cooperative development
- Manage meeting logistics including equipment,
refreshments, and participant coordination.
Communication and Liaison:
- Serve as the primary point of contact between
the Director and internal/external stakeholders
- Screen and prioritize incoming communications,
calls, and requests for appointments
- Facilitate communication between the Director
and cooperative societies, government agencies, and development partners
- Handle routine inquiries and redirect complex
matters to appropriate personnel
- Maintain professional relationships with key
stakeholders and partners.
Information and Records Management:
- Establish and maintain efficient filing systems
for both electronic and physical documents
- Ensure proper documentation and archiving of
official correspondence and records
- Manage confidential files and sensitive
information with appropriate security measures
- Coordinate information requests and compile
statistical reports as required.
Project and Program Support:
- Prepare progress reports and status updates on
ongoing initiatives.
- Support the organization of training programs
and capacity-building activities.
- Facilitate coordination between different units
within the department
Financial and Administrative Coordination:
- Assist the Director in budget preparation and
financial planning processes
- Coordinate procurement activities and vendor
management
- Monitor departmental expenditures and maintain
financial records
- Support audit processes and compliance
activities
- Assist the Director in coordinating human
resource matters including leave management and staff.
Stakeholder Relations:
- Represent the Director at designated meetings
and functions when required
- Build and maintain relationships with
cooperative societies and their leaders
- Coordinate with international organizations and
development partners
- Support public relations activities and media
coordination
- Track action items and matters arising with
heads of segments and branch coordinators from various meetings and
engagements
- Any other related duties as assigned by the
Director from time to time.
Key Skills, Knowledge, Experience and Behavioural
Competencies
Academic and
Professional Requirements
Particulars
Detail Specific Field or Qualification
- Education Bachelor’s
Degree Bachelor’s degree in Business Administration,
Public Administration, Social Sciences, or related field
- Professional Qualification
Certificate in Secretarial Studies, Office Management or Project
Management is an added advantage.
Experience Required:
Description: Required years of experience
- Relevant experience in executive support,
administration, or cooperative sector, MS Word, Excel, PowerPoint,
Publisher 4 years
- Understanding of cooperative principles,
governance, and development is mandatory
How to Apply
