Job Description:

• Administrative
o Provide administrative and secretarial support to the Director;
o Prioritize and ensure that reports, business papers and correspondence are dealt with efficiently and promptly;
o Handles all corporate secretarial and some legal and compliance documentation;
o To make arrangements for travel and logistics, of which include flight booking and hotel accommodation;
o Arranges meetings, provides needed background information and completing expense reports for reimbursement after the trip;
o Advise the Director of matters requiring personal attention, with associated deadlines, and preparing relevant documentation;
o Deal with matters requiring attention, or refer them to the appropriate person in the absence of the Director ·
o Provide administrative and clerical support to meetings;
o Take notes or minutes of various Board, Board Committee, stakeholders and other meetings when required;
o Check and inform Director of agenda and ensuring that all matters are discussed according to agenda, matters outside of agenda for Board Committee or stakeholders’ meetings should be promptly notified to Director during meeting;
o Check for sufficient paperwork documentation for contents of meeting to ensure that all resolutions passed are legally valid;
o Identify and follow up on further documentation needed;
o Assist with general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying;
o Arranges logistics for visitors, coordinate conference calls, transcribe notes and type correspondence;
o Manages all correspondence addressed to the Director;
o Assist with letters and presentations for Director;
o Assist Director in planning and prioritizing all tasks and ensuring proper follow up is adhered to.

• Special Projects
o Carries out special projects as allocated by Director;
o Carries out research and analysis that may be needed for projects;
o Communicates with stakeholders, clients, visitors to achieve aims of projects;
o Monitors progress of projects allocated to staff by Director;
o Prepares reports to Director on progress and implement any actions; and
o Any other tasks as and when assigned by Director.