Secretariat

About RIZ Strategy Consulting

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Job Summary

Secretariat is responsible for office desk, coordination, administrative, maintenance and arrangements of the program at the regional level.

Duties & Responsibilities

1.     Secretariat

Main Activities:

• Present at the Reception desk to assist guests, colleagues and visitors when requested.
• Develop timetable of the meetings working group.
• Coordinate different EOCs meetings.
• Ensure to prevent any duplication in the meetings of WGs.
• To share the drafted minutes with all stakeholders for comment.

·        Share the final version minutes of the meeting with stakeholders.

·        May carry out special assignments for senior personnel.

·        May co-ordinate work in provincial offices.

·        May analyze various reports and make recommendations to senior personnel.

·        May prepare material for publication. Performs other duties as assigned.

·        Act as the main point of contact for visitors and callers, including reception duties.

2.     Administration

Main Activities:

• Coordinate the administration issues of Regional EOC with National EOC
• Maintain clear records of all administrative and technical documents.
• Provide summary report as administrative and technical issues to EOC Manager

·        May take care and oversee of all administrative responsibilities inside the organization

·        Coordination with regional and provincial level intra and inter organizational bodies

·        May process the documentation and letter to intra and inter organizational entities.

·        May supervise a large diversified administrative program, which may involve coordinating the work performed in several separate locations.

·        May carry out special assignments for senior personnel.

·        May co-ordinate work in provincial offices.

·        May analyze various reports and make recommendations to senior personnel.

·        Act as the main point of contact for visitors and callers, including reception duties.

·        Provide support for the arts programme/projects including assisting with administration of project work where appropriate and when agreed.

·        Undertake general administrative duties including:

§ General word processing.

§ Filing, copying and faxing.

§ Collation and distribution of minutes, reports and other documents.

§ Dealing with incoming and outgoing mail and general emails.

§ Ordering of equipment, materials and office supplies.

§ Minute taking for Board, team meetings and other meetings as required.

3.     Maintenance

Main Activities:

• Prepare the monthly request of the stationeries and daily refreshments and based on the need.

·        May prepare material for publication. Performs other duties as assigned.

·        Undertake and assist in the recording and processing of invoices, receipts and payments as required and instructed.

·        Administer the petty cash system and ensure appropriate record keeping.

·        Take care of maintenance and record of all items at regional office level

·        Proper inventory of all REOC assets

·        Fulfilling any other related tasks that may be assigned by supervisor

Job Requirements

The incumbent must have proficient knowledge in the following areas:

·        Office administration

·        An understanding of relevant municipal legislation, policies and procedures

·        An understanding of the cultural and political environment

·        Computer hardware and software systems and programs

·        Computer troubleshooting

·        E-mail and internet programs an understanding 

·        Supervisory skills

·        Team building

·        Accounting and bookkeeping skills

·        Analytical and problem-solving skills

·        Decision making skills

·        Effective verbal and listening communications skills

·        Effective written communications skills

·        Computer skills including the ability to operate computerized accounting, spreadsheet and word-processing programs at a highly proficient level

·        Stress management skills

·        Time management skills

Submission Guideline

Functional Area

Health/Medical

Countries

Submission Email

rizafhr89@gmail.com

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