Executive Secretary (OPS/SS 4)

Key Responsibilities

Technical/Professional: 

• Conducts research of information as is required in the preparation of meetings;
• Ensures that the Conference Rooms are always booked to accommodate meetings and organizing refreshments, where necessary;
• Plans, co-ordinates and finalizes travel arrangements for the Principal Finance Officer and ensures that all reports etc. are received and the information collated and documented, as requested; 
• Conducts research to seek information needed for presentation at scheduled conferences or meetings; 
• Makes contact with Heads of Section, Chief Executive Officers or other senior officers to ensure that all relevant data is available to prepare the reports required; 
• Collaborates with Finance and Accounts Section to ensure inputs for reports;
• Collates reports received for presentation at the Senior Managers meetings;
• Ensures that the Directors and CEOs are reminded of the deadlines to produce reports;
• Ensures that there is follow-up action on the tasks being monitored by the Director, 
• Parochial Revenue Fund, which is needed for presentation at the Senior Management Meetings and to external agencies such as the Auditor General’s Department;
• Contacts Senior Officers within the Ministry, its Agencies and the Local Authorities to follow up on audit queries addressed to the Principal Finance Officer, and ensures that he/she receives responses promptly; 
• Prepares requisition for stationeries for the Unit and ensures that stocks are in place at all times; 
• Assists with the security of stationery and office supplies; 
• Drafts letters and prepares memoranda from drafts and hand written notes;
• Transcribes and compiles relevant reports; 
• Receives and processes incoming mails; 
• Maintains incoming/outgoing correspondence register; 
• Types letters and memoranda; 
• Schedules appointments and responds to queries; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies

• Ability to work under pressure and to meet tight deadlines; 
• Good oral and written communication skills; 
• Good interpersonal and customer relations skills; 
• Excellent knowledge of filing system and methods; 
• Excellent knowledge of protocol for meetings; 
• Proficient in the relevant computer applications; 
• Integrity exercised in performance of duties. 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus five (5) years’ general office experience; 

OR 

• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus five (5) years’ general office experience; 

OR 

• Successful completion of the 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; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

Please note that only shortlisted applicants will be contacted.