Job Summary:          

The major duties of the executive secretary are to assist the Principal Researcher, Training Officer and the Secretariat in matters of correspondence, office management, development of meeting schedules and other matters of routine nature. 

Specific Duties

• Handles the incoming and outgoing letters and faxes of the Association.
• Sorts the mails and deliver same to the departments concerned.
• Maintains control over incoming and outgoing correspondence of the different work units.
• Keeps the correspondence files of the different work units in their respective files.
• Retrieves files when they are required by the users using appropriate procedures.
• Sending and receiving e-mails when needed.
• Answers telephone and gives information to callers, takes messages, or transfers calls
• to appropriate individuals.
• Opens incoming mail and routes mail to appropriate individuals.
• Answers routine correspondence on behalf of the Executive Director.
• Composes and distributes meeting notes, correspondence, and reports.
• Schedules appointments of guests/employees with the Executive Director.
• Maintains calendar and coordinates conferences and meetings of management in the
• Association.
• Takes dictation in short hand or by machine and transcribes information.
• Locates and attaches appropriate file to incoming correspondence requiring reply.
• Files correspondence and other records of the Association.
• Makes copies of correspondence and other printed matter.
• Arranges staff and management meetings and taking minutes of the meetings.
• Makes flight reservations to different staff traveling.
• Responsible for booking hotel rooms and meeting halls.
• Organizes workshops and discussion fora, international conferences, public lectures
• and training programs of the Association.
• Prepares purchase and maintenance requests
• Ensures the duplication of questionnaires, reports and materials and as well as sorting the materials according to their request
• Formats, prepares outlines and prints research reports.
• Ensures the maintenance and updating of the human resources records systems.
• Ensures that adequate guards and cleaners are assigned in the Association and neatness of offices and the compound are regularly kept.
• Ensures that proper filing system/records/archive is maintained in the Association
• Facilitates the works of survey supervisors and enumerators by providing the necessary materials required for their survey assignment'
• Organizes retreat meetings of the Association's staff.
• Receives guest coming to visit the Association and provides information to same
• Performs other duties as required and as ordered by her immediate supervisor.

Duration:                   

• One year and subject to extension depending on performance.

Reports to:                

• Head of EEA Secretariat 

Education:      

• BSc in Secretarial Science & Office Management / Business Management  or related fields

Experience:     

• 5 years and above