The job holder is responsible for carrying out a range of secretarial activities including correspondence handling, relationship management, meetings and events organization, and reports development.

Functional Mandate:

• Conduct the necessary day-to-day activities with minimal supervision to ensure continuity of work.
• Provide support in conducting secretarial services and maintain confidentiality of information related to the Office.
• Receive correspondence, mail, and incoming and outgoing transactions, to organize and register it in the system.
• Assist in developing reports, memos, letters, and speeches as requested by the Chief.
• Receive, send all Chief Office documents as well as classify and index as per approved archiving policies and procedures.
• Receive and make phone calls for Chief Office and index telephone numbers and addresses to set up Chief’s diary and appointment schedule.
• Assist in organizing meetings according to the programs, appointments, and obligations of the Chief to ensure attendance of all required stakeholders.
• Welcome guests and visitors, according to established protocols and ensure satisfaction of visitors and attend any subsequent requests.
• Provide services including room availability, room setup, required stationery and meeting amenities.
• Attend meetings to assist in documenting minutes of meetings and next steps and communicate executive decision to relevant stakeholders.
• Prepare logistics arrangements before and during event for the Chief including travel and hotel accommodation, transportation, etc.

Generic Activities:

• Carry out day-to-day operations to ensure work continuity and to meet internal customers’ requirements
• Undertake moderately complex activities and compiles requisite information to facilitate management decision making
• Comply with applicable policies and procedures to ensure that the assigned tasks are carried out consistently and in accordance with pre-defined procedural frameworks
• Execute responsibilities on any special projects or quality improvement initiatives assigned by the reporting senior
• Coordinate internally across stakeholders in DGDA and externally with vendors and customers to understand their requirements
• Coordinate with relevant agencies, analyze market surveys provided by third parties and interprets data to participate in improving DGDA's business performance
• Develop and updates reporting tools and templates to improve quality of standard reporting
• Perform administrative tasks such as reporting, documenting, monitoring and compliance activities, in an accurate and timely manner
• Analyze standard reports to identify variances and escalates issues if any