Office Admin at The National Syndemic Diseases Control Council

Job Purpose

• Coordinate office administrative services and gives direction on secretarial and logistics support to ensure the smooth running of all offices activities to achieve the Council’s mandate.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities

• N/A

Operational Responsibilities / Tasks

• Take oral dictation.
• Use e-office to research and process data.
• Operate office equipment.
• Attend to visitors and clients.
• Handle telephone calls and appointments.
• Ensure security, integrity, and confidentiality of data.
• Maintain office diary and travel itineraries.
• Handle customer inquiries and complaints.
• Schedule meetings and appointments.
• Ensure security of office records, equipment, and documents, including classified materials.
• Monitor procedures for record keeping of correspondence and file movements.
• Maintain an up-to-date filing system in the office.
• Prepare responses to routine correspondence.
• Manage office protocol and etiquette.

Job Dimensions:

Financial Responsibility

• N/A

Responsibility for Physical Assets

• Responsible for physical assets assigned to the CEO’s office; fireproof safe, furniture and office equipment.

Decision Making / Job Influence

• Operational Decisions

Working Conditions

• Performed in an office setting at the Council’s Headquarters with occasional field assignments locally, regionally and internationally.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Bachelor’s degree in Secretarial Studies or its equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

• N/A

Previous relevant work experience required.

• N/A

Functional Skills, Behavioral Competencies/Attributes:

• Typesetting skills.
• Oral dictation skills.
• Planning skills.
• Data processing skills.
• Communication skills.
• Organization skills.
• Interpersonal skills.
• Knowledge of office protocol.