Executive Secretary

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 (SOPs); 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 documents; 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 materials; Assistance in the preparation of budget, provision of information for audit. Support to office maintenance and assets management: Maintenance of records on assets management and preparation of required reports; Provision of support to maintenance of premises and common services; Maintenance of files and records relevant to office premises and related maintenance; 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 files; 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. Requirements 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