Executive Secretary 1 (OPS/SS 4)

Key Outputs:

• Reports prepared 
• Minutes taken and reproduced 
• Appointments scheduled 
• Drafts Letters prepared 
• Meetings arranged 
• Travel arrangements made 
• Confidential registry maintained 

Key Responsibility Areas:

• Provides secretarial and administrative support 
• Receives dictation 
• Re-routes correspondences to relevant officers/departments 
• Assists with scheduling appointments, conferences and brief the Minister on matters before confirming the Meetings 
• Takes and transcribes notes of meetings and reproduces minutes 
• Drafts correspondences as directed by the Minister 
• Assists in making travel arrangements for the Minister 
• Liaises with internal/external customers (local & overseas) in order to give/receive information as directed by the Minister; 
• Establishes and maintains a system for the control and safe keeping of classified, confidential documents and reports; 
• Maintains an up-to-date records management system of documents including correspondence, agreements, cabinet submissions, legal and official matters; 
• Reproduces confidential and other urgent correspondence and deals with urgent mails as directed
• Reproduces, in the correct format, a variety of documents as instructed by the Minister
• Monitors incoming calls/clients, route and direct accordingly 
• Liaises with departments and agencies on matters relevant to the Ministry as directed
• Proof reads documents for accuracy, completeness and conformity to established formats
• Follow-up on the directives given and requests made by the Minister 
• Logs of all mails/files that comes to the Minister’s Office 
• Assists in procurement activities on behalf of the Minister’s Office for stationery and office supplies
• Researches and provide information to facilitate critical reports. 
• Performs other related functions assigned from time to time by the Minister and Permanent Secretary 

Performance Standards:

• Accurate documents are provided within agreed timeframe 
• Meetings are executed as guided by updated schedules 
• Minutes prepared are accurate, formatted and submitted within established time frame Information disseminated within agreed time frame 
• Pertinent and comprehensive information provided within the prescribed time frame and form
• Confidentiality, integrity and professionalism displayed in the execution of the duties and personal conduct at all times.

Required Competencies:

Core Competencies

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative 
• Compliance 
• Interpersonal 
• Adaptability
• Customer and Quality Focus
• Time Management

Technical/Functional Competencies

• Excellent knowledge of relevant computer software applications
• Good analytical skills
• Excellent organizing and co-ordination skills
• Goal/results oriented
• Technical Skills
• Planning and Organising
• Research and Evaluation

Key Competencies 

• Ability to work under pressure and meet deadlines
• Ability to record minutes and transcribe meeting notes
• Excellent knowledge of the Ministry’s policies and procedures
• Ability to compose and edit written material
• Knowledge of office management and administrative procedures and practices 
• Tact and decorum when dealing with people

Minimum Required Education and Experience

Specific knowledge (however acquired) required to start: 

• ? Experience in researching, analyzing and preparing various documents such as briefing notes or business cases, to senior management on complex issues. 

Qualifications and Experience 

• Certified Professional Secretary Course (CPS) 
• Diploma in Administrative Management (MIND) 
• Typing speed of at least 50-55 words per minute 
• Shorthand at one hundred and twenty (120) words per minute 
• 5 years secretarial experience 

Continuous Professional Development 

• Evidence of continual professional development measures taken 

Authority:

• N/A 

Specific Conditions associated with the job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• Long work hours and working on public holidays when necessary 
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted