Executive Secretary (Internal Audit)

JOB PURPOSE

Under the general direction of the Chief Internal Auditor, the incumbent is responsible for organizing and administering all activities related to the Internal Audit Unit’s portfolio; ensures that contacts are maintained with persons and groups critical to the successful implementation of the Unit’s programmes and activities. 

KEY OUTPUTS

• Chief Internal Auditor’s calendar/electronic diary maintained; 
• Meetings scheduled and coordinated; 
• Telephone and written communication properly done; 
• Filing system maintained and secured; 
• Incoming and outgoing correspondence recorded and dispatched; 
• Travelling register maintained; 
• Meetings attended, notes taken and minutes produced; 
• Customers treated courteously and promptly; 
• Reports; 
• Database maintained; 
• Audit reports prepared. 

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Organizes meetings for the Chief Internal Auditor and staff as necessitated;
• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination; 
• Handles routine correspondence on behalf of the Chief Internal Auditor by retrieving and sending correspondence from intranet and internet; 
• Manually logs receipt and dispatch of correspondence; 
• Receives and disseminates information on behalf of the Internal Audit Unit;
• Maintains the Chief Internal Auditor's diary electronically by recording appointments, meetings visit etc. on a day-to-day basis and confirms, cancels and reschedules appointment on the Chief Internal Auditor’s behalf; 
• Addresses matters relating to the general maintenance of the Internal Audit Unit;
• Liaises with internal and external customers; 
• Attends meetings as required, makes notes and produces minutes for dissemination and follow-up action; 
• Creates and maintains audit database with weaknesses, recommendations, management response and the implementation status of recommendations; 
• Sends client satisfaction survey electronically to all stakeholder for audit assignments conducted with a view to obtain feedback on the quality of audit assignments;
• Assists with formatting and issuance of audit reports for assignments conducted;
• Maintains timesheet log for the submission of timesheet reports by the Audit Team;
• Monitors staff absenteeism and ensure that the relevant leave forms are submitted and the register updated by the designated Ministry official. 

Technical/Professional Responsibilities 

• Prepares audit and status reports on behalf of Audit staff for submission to the relevant Agencies/Divisions; 
• Assists with the preparation of the Unit’s Corporate and Operational plans and Annual Budget by using Microsoft Excel or any other related software; 
• Drafts letters and memoranda for the Chief Internal Auditor's signature;
• Conducts research and prepare draft responses to correspondence for vetting by the Chief Internal Auditor; 
• Keeps abreast of the progress of activities within the MSET, providing background information, as well as preparing briefs for the Chief Internal Auditor for participation in meetings; 
• Makes travel and accommodation arrangements for the Internal Audit staff when necessary; 
• Prepares and disseminates internal audit advisories to internal and external stakeholders;
• Follow-up with entities/divisions regarding submission of management responses to audit reports; 
• Maintains attendance reports for Internal Audit Staff for submission to the Chief Internal Auditor; 
• Follow-up with Agencies to ensure the submission of their annual audit plans and quarterly reports; 
• Creates and maintains audit templates for activities and documents used within the Internal Audit Units; 
• Maintain database with Auditor General’s reports issued on the Ministry and its Portfolio Agencies and Department and update same with the issue status periodically;
• Maintains and secures filing system; 
• Assists with the conduct of audits. 

Human Resource Responsibilities 

• Attends and participates in the Unit’s/Ministry’s staff meetings; 
• Ensures self-awareness and adherence to policies, procedures and regulations of the Division/Ministry. 

Other Responsibilities

• Provides secretarial support for other units and performs any other related duties assigned from time to time by the Chief Internal Auditor/Human Resource Manager. 

PERFORMANCE STANDARDS

• Chief Internal Auditor’s calendar/electronic diary frequently updated; 
• Telephone and written communication properly done; 
• Filing system maintained and secured; 
• Incoming and outgoing correspondence recorded and dispatched within specified timeframe; 
• Travelling register updated as required; 
• Meetings attended, notes taken and minutes produced accurately; 
• Meetings properly arranged; 
• Research issues dealt with according to timeline given by the Supervisor;
• Letters and memoranda drafted and reports prepared in specified timeframe.

REQUIRED COMPETENCIES

Core 

• Oral communication 
• Written communication 
• Customer and quality focus
• Team work and cooperation
• Interpersonal skills 
• Compliance 
• Quality of output 
• Integrity

Functional 

• Initiative 
• Use of technology (relevant computer applications)
• Problem solving and decision making 
• Planning and organizing 
• Records and information management skills 
• Ability to record and transcribe minutes 
• Ability to maintain calendars and schedule appointments
• Ability to create, compose and edit written materials
• Ability to work under pressure and meet deadlines

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Successful completion of the prescribed course of study at the Management Institute for National Development (MIND) or Diploma/Certificate from an accredited secretarial school or successful completion of Certified Professional Secretary Course; 
• Proficiency in typewriting at a speed of 50 - 55 words per minute and shorthand at a speed of 100 – 120 words per minute; 
• Four (4) to five (5) years relevant experience. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to work beyond normal working hours; 
• Prolonged use of computer. 

AUTHORITY

• Responds to correspondence on behalf of the Internal Audit Unit.