Executive Secretary
National Fertilizer Regulatory Agency
Agriculture & Farming
Freetown, Sierra Leone
Job Type
Full-time
Closing date:
28 February 2022
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About
National Fertilizer Regulatory Agency
Position Summary
The Executive Secretary will be responsible for carrying out general office co-ordination and information-flow management and providing secretarial and other related duties. The incumbent will support the Executive Director (ED) to organize and maintain executive schedules and assist the ED by performing a variety of administrative tasks.
Key Relationships
The Executive Secretary reports to the Finance and Administrative Manager.
Requirements
Qualification, Professional Experience and Skills
- A minimum of Diploma in Secretarial Studies or related field
- Possess a minimum of 4 years practical experience in similar capacity, preferably with government Ministries, Departments and Agencies;
- Excellent verbal and written communications skills;
- Good time-management and multitasking abilities;
- High proficiency in Microsoft Office applications (MS Word, Excel, Power Point and Outlook etc.) is a must; comprehensive ability to effectively utilize a computer, peripherals, and related word processing, spreadsheet and database management programs;
- Strong ethics, with an ability to manage confidential data; handle confidential documents ensuring they remain secure;
- Able to maintain professionalism in interaction with team members and clients;
- Experience in supporting a Board of Directors including the preparation of Board packages will be an added advantage
About the Role
Main Duties and Responsibilities
- Maintaining executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Maintenance of the Offices calendars, contacts with visitors, arrangement of appointments and meetings.
- Attending meetings and keep minutes
- Receiving and screening incoming phone calls and redirecting them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Preparation of correspondence, directives, comments on behalf of Executive Director and NaFRA Units Heads for their signatures and making follow-up when required.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Type correspondences, documents and reports etc., some for which are of highly confidential nature.
- Coordination of the information flows in the office and follow up on circulation files
- Any other responsibilities assigned by the Administrative Officer or NaFRA management.
Duty Station: Based in Freetown
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