The Secretary position is responsible to the Public Health Preparedness Directorate (PHE_P_D) and has been recruited to ensure effective office management and the implementation of all Directorate activities, thereby supporting the realization of its vision and mission.

Roles and responsibilities

• Organize office and assist associates in ways that optimize procedures;

• Sort and distribute communications in a timely manner;

• Create and update records ensuring accuracy and validity of information;

• Schedule and plan meetings and appointments;

• Monitor level of supplies and handle shortages;

• Resolve office-related malfunctions and respond to requests or issues;

• Coordinate with other departments to ensure compliance with established policies;

• Perform receptionist duties when needed;

• Managing filing system;

• Recording information as needed;

• Greeting clients and visitors as needed;

• Update paperwork, maintaining documents and work processes;

• Assist, organize and maintain office at common areas;

• Perform general office clerk duties and errands;

• Organize travel by booking accommodations and reservations as required;

• Coordinate events as necessary;

• Maintain office equipment as needed;

• Supporting customer reception as needed;

• Create, maintaining, and enter information into databases;

• Handle incoming calls and other communications;

• Support procurement related activities;

• Light accounting duties;

• Create, edit, and update spreadsheets;

Job Requirement

• Diploma  in secretarial science, administration or related fields

• 4 years for experience in an administrative capacity

• Customer service experience

• Experience as an office assistant or in related field

• Ability to write clearly and help with word processing when necessary;

• Warm personality with strong communication skills;

•  Ability to work well under limited supervision;

• Working knowledge of office equipment;

• Thorough understanding of office management procedures;

• Excellent organizational and time management skills;

• Analytical abilities and aptitude in problem-solving;

•  Excellent written and verbal communication skills;

• Proficiency in MS Office;

How to Apply

• Click Here to apply