Job Purpose
- This position is responsible for the
provision of secretarial and administrative support in the office of the
Chairperson, members of the Commission and the Commission Secretary to
ensure services are provided effectively and efficiently.
Key
Responsibilities/ Duties / Tasks
Managerial
/ Supervisory Responsibilities
- N/A
Operational
Responsibilities / Tasks
- Oversee administrative and
logistical matters to ensure seamless flow of the Commission’s activities;
- Avail office stationery;
- Manage e-office for effective
research and processing of information;
- Utilizing office equipment;
- Attend to both internal and external
clients and ensure they are satisfactorily served;
- Handle both outgoing and incoming
calls;
- Handle customer/client enquires and
complaints;
- Coordinate schedules of meetings and
organize Commission and Committee meetings and ensure relevant materials
for the specific meetings are in place;
- Manage the Executive’s official
working diary appointments;
- Draft responses to correspondence
for the Executive’s signature;
- Edit draft responses such as
reports, minutes and presentations for the Executive’s approval;
- Coordinate travel arrangements
including itinerary, clearance, tickets and other related requirements;
- Safeguard office records, equipment
and documents including classified materials;
- Safeguard the integrity and
confidentiality of data;
- Maintain an up-to-date filing system
in the office to facilitate ease of retrieval of documents;
- Prepare responses to routine
correspondence to ensure timely feedback to the clients;
- Manage office protocol and
etiquette;
- Ensure refreshments are served
accordingly;
- Ensure proper office layout,
cleanliness and tidiness;
- Provide feedback to enhance business
processes and initiate process improvement to achieve operational
excellence; and
- Develop individual work plans,
monitor own performance and seek requisite support to ensure delivery of
agreed targets.
Job
Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
- Bachelor’s degree in Secretarial
Studies or Bachelor of Business and Office Management from a recognized
university; and
- Diploma in Secretarial Studies from
a recognized institution.
Professional Qualifications / Membership to
professional bodies
- Certificate in Secretarial
Management Course from a recognized institution;and
- Certificate in Public Relations
& Customer Care Course
Previous relevant work experience required.
- Six (6) years of service in a
comparable position from a reputable organization.
How to
Apply
