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Applications should sent to: Office Manager (Bilingual Secretary)
ROLE OVERVIEW
Under the supervision of the Director, Administration & Finance, the incumbent should play a vital role in the smooth running of the Department. From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the Department /Directorate. In this regard, he/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.
ROLE AND RESPONSIBILITIES
Management of the Supervisor’s schedule: manage the Supervisor’s diary and schedule, organise and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor.
· Administrative Management: organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
· Management of mail and documents: create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval.
· Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
· Perform any other duty assigned by the supervisor
ACADEMIC QUALIFICATIONS AND EXPERIENCE
· HND or equivalent in Secretarial Studies or Administration or a related field from a recognized higher institution;
· 6 years’ experience in administrative and secretarial services;
· Sound judgment and the ability to make reasonable decisions with little supervision;
· Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.
ELIGIBLE CANDIDATES
Nationals of Gambia or other ECOWAS member-states resident in Gambia.