Secretary

• University degree in Business Administration, Secretarial Studies, or related area of study
  
• Three years of relevant work experience with administrative tasks
  
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
  
• Strong oral and written communication skills
  
• Strong organizational, interpersonal skills
  
• Work experience in administrative support of a development program/project is an advantage.
  
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
  
• Fluency in English is required
  
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
  
• Must be able to work independently while being a strong team player.
  

How to Apply:

All suitably qualified and interested candidates should submit their applications, resume and academic documents in pdf format with “HCBSU-ES-EXECUTIVE SECRETARY” as the Email subject via [email protected]

• University degree in Business Administration, Secretarial Studies, or related area of study
  
• Three years of relevant work experience with administrative tasks
  
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
  
• Strong oral and written communication skills
  
• Strong organizational, interpersonal skills
  
• Work experience in administrative support of a development program/project is an advantage.
  
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
  
• Fluency in English is required
  
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
  
• Must be able to work independently while being a strong team player.
  

How to Apply:

All suitably qualified and interested candidates should submit their applications, resume and academic documents in pdf format with “HCBSU-ES-EXECUTIVE SECRETARY” as the Email subject via [email protected]

Human Resource Support:

• Assist generally in the human resource activities for the project staff and consultants (job adverts, interviews, contracts, and staff related updates
  
• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.
  
• Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing
  
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.
  

Administration Support:

• Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
  
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
  
• Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
  
• Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated.
  
• Contribute to maintenance and regular updates of the asset listings.
  
• Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
  
• Works with other project staff to coordinate work activities, meet deadlines, and provide support where needed.
  

Project Events Management:

• Support administrative arrangements for the project events, meetings, workshops
  
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations
  
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation
  
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
  
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
  
• support to coordinate for staff accommodation.
  
• Coordinate and arrange staff wellness events and interactions.
  
• Provide timely and proper set-up and logistical preparation of conference rooms or venues for various.
  

Travels (in-Country)

• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff from other projects and other official visitors
  
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
  
• Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events
  
• Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims.
  

Administrative information:

• Compile, organize, regularly update, and maintain an active and accessible project team information database using BOX and/or other designated platforms.
  
• Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines.
  
• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
  
• Provide secretarial support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports.
  
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.