Job Title: Secretary, Motor Vehicle Registration Project
Position Type: Local Contract
Reports to: Project Manager, Motor Vehicle Registration Project
Job Purpose: To provide day to day management and administrative support to the Project Manager to facilitate effective functioning of the MVR Project.
Key Duties:
- Recording minutes of project meetings
- Distribution of incoming/outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures
- Book meeting rooms, set up conference calls and take messages and minutes during meetings
- Perform administrative tasks, including filing and photocopying
- Write emails, memos and letters
- Ensuring that all electronic correspondence is processed in accordance with procedures
- Maintenance of all secretarial administrative electronic files in accordance with procedures
- Maintain project outlook calendar for project managers by entering meeting details (including location and transport arrangements etc.)
- Organize and distribute messages
- Make and confirm travel arrangements
- Prepare and mail outgoing correspondence
- Maintain confidential department files/records
- Perform routine bookkeeping tasks
- Assist with presentations and reports
- Informing relevant team members/departments of team absences as necessary
- Recording telephone messages and passing them on by email or leaving a voicemail message
- Any other duties that may be assigned from time to time.
Person Specifications:
| Essential Requirements |
- Minimum of a Bachelors’ Degree in Secretarial Studies. Business Administration, Management or equivalent qualifications.
- At least five (5) years working experience three of which should have been in secretarial, management/administrative responsibilities with a reputable organization.
- Demonstrated experience of working on confidential matters
- Demonstrated proficiency in using Microsoft Outlook, Word. Excel and PowerPoint
- Knowledge of all MoWT laws, policies and procedures and ability to comprehend and interpret them.
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| Desirable Requirements |
- Able to demonstrate proficiency in using Microsoft Outlook, Word and Excel
- Fluent English spoken and written is essential
- Professional, confident, courteous and helpful telephone manner
- Punctual and reliable
- Able to manage and prioritize tasks and time efficiently
- Excellent written and verbal communication skills, articulate and diplomatic manner
- Excellent organizational skills
- Excellent interpersonal skills and able to facilitate team co-ordination
- Resilient to cope with conflicting demands
- Able to demonstrate initiative and a proactive approach to daily tasks
- Ability to ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
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| SKILLS AND ATTRIBUTES |
- Good standard of keyboard / typing skills are required and should ideally have experience in most office computer applications (Word, Excel, PowerPoint)
- Sound knowledge of modern office methods, procedures, practices and equipment, research methods and techniques
- Be good decision-makers who are able to prioritize tasks effectively
- Strong writing skills
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