Job Description

Provides professional, confidential, secretarial and administrative support to the Deputy Director General through effective communication. This role involves managing schedules, handling correspondence, and performing office administrative tasks to ensure efficient workflow and effective communication within the office. Serves as the primary point of contact for internal stakeholders on matters pertaining to the Office of the DDG. This role is very critical in providing high-level, confidential administrative support to the Office of the DDG.

Responsibilities

Key Responsibilities:

Administrative Support:

• Perform and provide secretarial duties and administrative support, provide efficient and effective administrative/secretarial services to facilitate the achievement of intended objectives,
• Provide general administrative support to the Deputy Director General, including photocopying, scanning, printing, and binding documents, as well as managing office supplies and equipment.
• Assist in preparing expense reports and processing invoices for the Deputy Director General's office.

Calendar Management:

• Manage the Deputy Director General's calendar, schedule appointments, meetings, and travel arrangements, and coordinate logistics to optimize time management and productivity.
• Prioritize and schedule appointments based on the Deputy Director General's availability and strategic priorities.

Correspondence and Communication:

•  Draft, review, and distribute correspondence, emails, memos, and reports on behalf of the Deputy Director General, ensuring accuracy, clarity, and professionalism in all communications. Serve as a point of contact for internal and external stakeholders, screening calls, responding to inquiries, and directing requests to the appropriate personnel.

Document Management and Filing:

• Maintain organized filing systems, both electronic and physical, for documents, records, and reference materials related to the Deputy Director General's office.
• Retrieve and archive documents, correspondence, and reports as needed, ensuring confidentiality and accessibility of information.

Travel Coordination:

• Arrange domestic and international travel arrangements for the Deputy Director General, including booking flights, hotels, transportation, and visa processing, and preparing travel itineraries.
• Ensure travel arrangements are in compliance with organizational policies and travel guidelines.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion and professionalism, maintaining confidentiality and integrity in all interactions and communications.
• Adhere to ethical standards and organizational policies regarding the handling of confidential information and data privacy.

Requirements

Required Qualifications:

Education and Experience:

• · Minimum of a Bachelor's degree in Business Administration, Office Management, Public Administration, Management, International Relations, Public Relations, law and other social sciences. 

Skills and competencies:
 

• · Proficiency in office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as calendar and scheduling tools.
• · Strong organizational and time management skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
• · Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels, both internally and externally.
• · Attention to detail and accuracy in managing documents, correspondence, and administrative tasks.
• · Ability to maintain confidentiality, exercise discretion, and handle sensitive information with tact and diplomacy.
• · Flexibility and adaptability to changing priorities and demands, with a proactive and problem-solving mindset.
• · Previous experience in a corporate or nonprofit environment, and knowledge of administrative procedures and protocols, is an advantage.
• · Interpersonal skills with experience providing complex administrative support in a high-profile environment, handling of confidential sensitive information
• . Knowledge of the RURA and departmental policies and procedures.