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Executive Secretary


Job Description

Support implementation of operational strategies:

Support full compliance of administrative activities with company rules,
regulations, policies and strategies;

Provision of inputs to the Regional Hub administrative business processes
mapping and implementation of the internal standard operating procedures

Provision of inputs to the preparation and implementation of administrative
team results oriented work plans;

Support implementation of HR services with full compliance with HR rules,
regulations, policies and strategies;

Assist in HR services such as vacancy announcement, compilations of
matrixes, organizing interview panels etc;

Maintain staffing lists and reports as required;

Perform the duties of Leave Monitor.
Provision of administrative and logistical support:

Organization of shipments, customs clearance arrangements, preparation of
documents for company shipments (received/sent);

Organization of transportation requests for office staff.

Support to organization of procurement processes including preparation of
RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals,

their preliminary evaluation. Preparation of POs;

Arrangements of travel and hotel reservations, preparation of travel
authorizations, processing requests for visas, identity cards and other

Administrative support to conferences, workshops, retreats;

Collection of information for DSA, travel agencies and other administrative
surveys, support to organization of common services;

Maintenance of the filing system ensuring safekeeping of confidential

Assistance in the preparation of budget, provision of information for audit.
Support to office maintenance and assets

Maintenance of records on assets management and preparation of required

Provision of support to maintenance of premises and common services;
Maintenance of files and records relevant to office premises and related

Custodian for management of office stationery supplies including
maintenance of stock list of stationery, distribution of stationery as required
by staff and keeping a log of distribution.
Support to knowledge building and knowledge sharing:

Provision of necessary administrative support for effective knowledge
management and sharing within the Unit;

Participation in the training for the operations/projects staff on
administration. Sound contributions to knowledge networks and
communities of practice
Maintenance of the supervisor’s calendar, contacts with high ranking
visitors, arrangement of appointments and meetings, acting as an interpreter
when required and/or taking minutes;

Maintenance of protocol procedures;

Preparation of high quality briefing materials for supervisor for
appointments, meetings, missions;

Preparation of informal translations;

Management of Regional Hub staff missions and meeting schedule;

Maintenance of rosters of high-level partners, telephone lists;

Use of automated office management systems for effective functioning of
the management office;

Review, prioritize and promptly route correspondence to and from the
management office. Take proactive follow-up action and keep management
and internal/external clients and stakeholders

informed of status; Respond and/or direct queries to the appropriate office
or staff member for timely action and/or response;

Type and/or design presentation materials and other documents for
management´s meetings and events;

Maintain and organize up to date hard and electronic files for easy access
and retrieval. Ensure safekeeping of confidential materials;

Follow up on deadlines, commitments made and actions taken.

Coordinate the collection, verification, organization and/or

submission of reports to and other briefing materials for management.

Coordination of the information flow in the office, follow up on circulation

Screening of all incoming calls and correspondence;

Presentation of proposals to eliminate communication bottlenecks in the
office and streamline office procedures between the supervisor’s office and
subordinate division.

Sound contributions to knowledge networks and communities of practice;

Organization of training to company on coordination, administration and
protocol issues.


University Degree in BusinessAdministration,commerce orequivalent

4 Years of progressive experience in administration field

banking background is a must 

Very good command of written and spoken English

Very good command of Microsoft Office Applications

Job Information

Job Opening Status






Work Experience

4-5 years

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