Secretary & Personal Assistant To The Executive Director at African Technology Policy Studies Network (ATPS)

Required qualifications

• A Bachelor’s Degree in Secretarial Administration, Public/International Relations, Diplomacy, Business Administration or any other relevant qualification
•  Minimum of 3 years professional experience in similar international organizations
•  Professional course in public relations /secretarial course will be an added advantage

Required skills and competencies:

•  Proficiency in the use of computers
•  Excellent analytical, communication, organizational, and interpersonal skills
•  Should demonstrate excellent spoken and written English language skills with good telephone etiquette
•  Must be highly organized, dependable, result oriented and good time manager
•  Experience in working in an international organization
•  Proficiency in French language will be an added advantage

Personal Attributes:

1.  Good character
2.  A Self-starter with a strong desire to learn
3.  Strong interpersonal skills and a good team player
4.  Ability to work under pressure and meet deadlines
5.  Strong communications skills

Responsibilities

Main Duties and Responsibilities:

• Secretary & PA to the ED:
  • Arrange and manage appointments for the Executive Director (ED), including his/her travels, visas, meetings and other engagements;
  •  Manage all incoming and outgoing communications and correspondences, in all cases ensuring security from loss or damage and, where required, maintaining confidentiality for the ED’s engagements
  • Type, or otherwise prepare, documents generated by the ED and distribute or dispatch them accordingly. File all records to and from the ED;
  •  Monitor the supply of materials in the office of the ED, including stationeries, and replenish them as required;
  •  Prepare trip reports and records on behalf of the ED for use in developing annual technical reports;
  •  Regularly maintain and keep the office of the ED in order in liaison with the ED; and
  •  Call the ED’s attention to deadlines, ahead of time to ensure they are met;
• Administrative roles:
  •  Screen all official correspondence addressed to the ED, where appropriate redirect it to the relevant ATPS officers;
  •  Ensure all documents brought to the ED for his/her approval have passed through all the stages required by the established procedure, and explain to ATPS staff this procedure;
  •  Arrange necessary supplies and/or services for meetings called by the ED;
  •  Give administrative and secretarial support to the Finance and Administration office
  • and carry out specialized activities;
  •  Jointly with Finance and Administration Manager, be responsible for all immigration matters for international staff, SROs, ED i.e. work permits, re-entry passes, dependant passes, IDs, etc.;
  •  Jointly with the Finance and Administration Manager, responsible for obtaining project equipment quotations as well as following up on receipt of shipment by the recipients; and
  •  Effectively manage ATPS’s calendar of events and the Executive Director’s daily schedule.
• Programme Administration:
  •  Keep track of the status of Research grants and donor programmes and assist with maintenance of all correspondence and files on programs, research projects and researchers;
  •  Assist in drafting and consolidating donor reports for submission to donors on a timely basis;
  •  Assist with monitoring and implementation of programme/project activities involving extensive liaison with the field projects;
  •  Maintain time sheets from research staff and external researchers;
  •  Assist with the compilation of material/documents for meetings and package these;
  •  Assist with preparation of grant and consultancy contracts and the contract circulation forms;
  •  Coordinating the receipt and review of conference submissions and ensuring reviews are sent to the research and communications department on a timely basis;
  •  Assist with the management of conference activities including ensuring timelines are met and the necessary reports submitted; and
  •  Other duties as assigned by your Supervisor or the Executive Director.