Designation : EXECUTIVE ASSISTANT (Code- EDU23-00218)
1. PRINCIPLE ACCOUNTABILITIES
1.1. Ensure the First Assistant Secretary for E-Learnings’ office is managed efficiently by keeping the Appointments and Meetings book updated and the filing systems.
1.2. Maintain electronic calendar and appointment register to advise the First Assistant Secretary of appointments and meetings regularly.
1.3. Ensure the visitors’ appointment to see the First Assistant Secretary is assisted by seating them at the waiting area and asking them to see the First Assistant Secretary when ready.
1.4. Monitor and ensure that all incoming and outgoing mail and correspondence are registered.
1.5. Keep records of Assistant Secretary’s correspondences.
1.6. Provide excellent secretarial services by;
1.7. Taking shorthand notes and transcribe with due regard to layout and work presentation.
1.8. Do fact-finding and provide written information to the supervisor.
1.9. Draft letters/circulars for First Assistant Secretary’s signature when required or directed.
1.10. Monitor and take queries from clients and refer them to the appropriate branches.
1.11. Provide sound advice on secretarial matters relating to the office of the First Assistant Secretary by attending to office procedures, official visitors and screening telephone calls as directed.
1.12. Follow up and advice on outstanding secretarial matters related to the office of the First Assistant Secretary.
1.13. Provide relief assistance to work area when required and on own initiative.
1.14. Incorporate Gender Equity and Social Inclusion Principles and values of Honesty, Integrity, Accountability, Respect, Wisdom and responsibility in programs, activities and initiatives to foster positive work ethics.
2. QUALIFICATIONS, EXPERIENCES, KNOWLEDGE AND SKILLS
2.1.1. Grade 12 level of Education, Certificate in Basic Secretarial Studies and Computing.
2.1.2. Diploma in Office Administration or Management is preferable.
2.2.1. Have some knowledge of the Public Service Management Act and Public Service General Orders.
2.2.2. Knowledge about the education system.
2.2.3. Office Procedures and Protocol.
2.2.4. Excellent secretarial duties and responsibilities.
2.3.1. Basic Administrative skills.
2.3.2. Public Relations skills.
2.3.3. Communication skills, both oral and written.
2.3.4. Customer service skills and ability to provide courteous client services.
2.3.5. Very good communication and public relation skills.
2.3.6. Typing skills and Computer literate.
2.4.1. 3 – 5 years’ experience as an Executive Assistant in a large organization.
K27,165 – K33,201
NCD - PNGEI