Description : JOB HIGHLIGHTS :
JOB HIGHLIGHTS :
Under minimal supervision, serves as secretary to the department Head in the assigned area. Responsibility includes the routine secretarial, administrative, statistical and clerical tasks required by an office or function, performed with minimal supervision.
PRINCIPAL RESPONSIBILITIES :
1.Internal : Deals with all levels of personnel related to the person / s to whom assigned, mainly exchanging information;
2.External : Regularly with support and administrative functions to exchange information, provides routine reports, or resolves routine procedural problems.
As required with Government agencies, contractors and vendors;
3.Responds to inquiries requiring a broad understanding of work-policies and procedures. Provides explanations and ensures inquiries are addressed and resolved;
4.Resolves more complex problems in a thoroughly and timely manner; uses discretion and who to go to in order to resolve issues and complete tasks.
Requires analysis and interpretations of variety of situations and determination of appropriate course of an action;
5.Deals with some confidential issues (e.g., in document flow);
6.Composes and edits internal and external correspondences and documents. Assists with preparation of materials such as during Guests Lectures, EB Meetings, etc.;
7.Coordinates more complex mass mailings;
8.Controls and updates the respective Department data for Document Flow;
9.Assists with the coordination of events. Coordinates and communicates the needs and requirements. Schedules complex appointments, meetings, travel arrangements;
10.Attends high-level meetings; records, interprets, drafts and distributes minutes from said meetings;
11.Creates filing systems and monitors efficiency. Initiates changes and updates;
12.Performs other related duties as required, including work performed at lower level, when necessary;
13.Carries out any other tasks assigned to him / her by his / her relevant superiors (Secretary General or Department Head) as pertaining to his / her background, qualifications and position.
Qualifications : Language :
Excellent command of English & capable of writing reports.
PC Skills :
Advanced computer skills, fluent in typing.
Data entry and email handling, proficient in software skills e.g. MS Word, Excel, PowerPoint. Internet, working experience in all Microsoft Office applications.
Skills, Knowledge & Personal Traits :
Requires full working knowledge of general offices practices & procedures and requires thorough understanding of own work.
Strong interpersonal and communications skills in order to represent the area.
Collaborates with team; shares relevant information with those who may be affected by it. Identifies and resolves issues.
The ability to plan, organize and prioritize own tasks, work on own initiative and meet deadlines;
Communicates and interprets policies and procedures.
Seeks additional information to perform assigned tasks.
Follows work-area and administrative procedures. Work is reviewed by Supervisor.
May recommend changes that effect work.
Time management and multi-tasking skills with ability to perform under pressure;
Reliable and trustworthy;
Tact, discretion and respect for confidentiality;
Commitment to quality work and strong attention to details;
Professional personal presentation.
Gender : Female Education : High school or equivalent Experience : Min : 5 Salary : $4,000 $5,000