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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