Administration Senior Executive

Role Purpose

To provide executive administrative assistance to the Executive Director or Departments Directors by coordinating schedules, contacts, correspondences, travel arrangements, office documentation and reporting among others administrative duties.

• 1. Office Meetings: Manages the sector/departments’ meetings and appointments, and ensure that meeting minutes, agendas and actions items are up to date; coordinates with other parties for the meeting schedules and requirements; ensures that all sector/departments’ action itemsfrom meetings are distributed in a timely manner.
• 2. Administrative Support: Manages the sector/departments’ administration requirements,subject to availability of staff; provides administrative assistance to the Executive Director/Departments’ Directors for the sector’s operations by preparing correspondence and handling documentation management, among other duties.
• 3. Sector Communication: Distributes the sector’s correspondence to the respective officers ontime.
• 4. Office Database: Maintains the Executive Director/ Departments’ Directors’ administrativedatabase and maintains the confidentiality and safekeeping of the office documents as required.
• 5. Customer Surveys: Leads the planning, administration, and documentation of two customer satisfaction surveys annually.
• 6. Documentation and Reporting: Assists in organizing and maintaining official documents and preparing the sector/departments’ monthly report for endorsement and submission to the Director General every first week of the succeeding month.
• 7. Follow-up of Tasks & correspondence: Follow-up the responsible staff for the tasks, actionsdelegated by the Executive Director/ Departments’ Directors from time to time. Follow-up forcorrespondence of Government Departments, external entities.
• 8. Ensure compliance with non-disclosure and confidentiality agreements, as well as DCAA security policies, to safeguard both government and DCAA confidential information. Address and rectify any ISR audit findings, promptly report security incidents, and engage in ongoing security awareness training to prevent unauthorized access or disclosure.
• 9. Other Duties: Performs other office administrative job-related duties as may be assigned from time to time.

Bachelor’s degree or any equivalent.

Administrative Skills Certification.

Preferably (0-1) year working experience in professional role.