Assistant Director: Office Of The DDG (12 Months Contract) at Phaki Personnel Management Services

JOB PURPOSE:

• To ensure efficient and effective management and coordination of the DDGs responsibilities.

MINIMUM REQUIREMENTS:

• Minimum of 3 years’ experience in secretarial or administration functions support to senior management.
• Secretarial Diploma or equivalent qualification.

RESPONSIBILITIES:

Secretarial Support

• Plan, organise and co-ordinate the DDG’s schedule
• Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
• Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
• Screen all calls of the DDG.
• Respond to enquiries by proving the required information.

Office Administration and Coordination

• Draft memos, submissions etc from the office of the DDG’s attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
• Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
• Provide secretariat for Programme meetings.
• Compile and coordinates documentation for meetings as required.
• Conduct basic desktop research.

Logistical and budgetary support

• Arrange travelling and accommodation for DDG.
• Arrange for payment of advances and calculations of S&T expenditure for the DDG.
• Coordinate information on monthly expenditure patterns.
• Monitor financial expenditure.
• Reconciling expenditure projection of the Programme against actual spending.
• Process petty cash requests and related procurements.

Stakeholder liaison and events coordination

• Maintain calendar of events.
• Coordinating arrangements for workshops, conferences and other functions.
• Liaise with stakeholders on the planned events.
• Develop and maintain stakeholder database.
• Engage with relevant stakeholders as required.

Documents and records Management

• Manage the document tracking system in the Programme.
• Keep records of all documents for the programme electronically and manually as required.
• Monitor and update database of the documents submitted to the programme manually / electronically.