Purpose of the Job

To provide executive secretarial and administrative support and ensure the smooth and efficient functioning of the Director's office.

Duties and Responsibilities

• Managing and maintaining the Director's diary to ensure efficient scheduling of activities and engagements.
• Arranging meetings, appointments and official engagements for the Director.
• Liaising with the Administration Section to coordinate support and shared services for the effective management of the Director's office.
• Monitoring implementation of operational plans and activities for the Director's office.
• Drafting, typing and processing correspondence, reports and other official documents.
• Maintaining an effective filing and records management system within the office.
• Coordinating maintenance of office facilities and ensuring a conducive working environment.
• Maintaining confidentiality of official correspondence, information and assignments handled by the office.

Qualifications

• Diploma in Secretarial Studies, Business Studies or a related field from a recognised institution.
• Malawi School Certificate of Education (MSCE) or its equivalent.

Experience

• A minimum of three (3) years’ relevant experience in a busy office environment.
• Knowledge of public sector systems and procedures will be an added advantage.
• Typing speed of at least 50 words per minute.
• Transcription speed of at least 100 words per minute.

Skills and Personal Attributes

• Excellent communication and drafting skills in English.
• High levels of integrity, professionalism and discretion.
• Excellent organisational and time-management skills.
• Ability to handle confidential information with utmost care.
• Ability to manage multiple and competing priorities effectively.
• Strong interpersonal skills.
• Ability to work under pressure and meet strict deadlines.