Specialist

ROLE PURPOSE

The aim is to state the overall significance of the job from the organization’s perspective.

The role is responsible for providing administrative, secretarial, and clerical support to ensure the smooth and efficient operation of the department. The Secretary manages correspondence, organizes meetings, maintains records, coordinates communication, and supports daily office activities while ensuring confidentiality, accuracy, and professionalism.

KEY ACCOUNTABILITIES & ACTIVITIES

This section describes the principal outputs required from the job.

Key Accountabilities

Key Activities

1. Daily Operations

• Manage daily administrative and clerical tasks to support department operations.

• Organize and maintain calendars, appointments, and schedules.

• Prepare, format, and review letters, memos, reports, presentations, and other documents.

• Maintain filing systems and ensure documents are properly stored, updated, and easily accessible.

• Receive visitors, answer phone calls, and handle general inquiries professionally.

• Arrange meetings, prepare meeting rooms, and provide required administrative support.

• Record and distribute meeting minutes when required.

2. Coordination & Communication

• Coordinate communication between the manager, employees, internal departments, and external parties.
• Receive, screen, and redirect emails, calls, and official correspondence as needed.
• Follow up on assigned tasks, pending documents, and required approvals.
• Support travel arrangements, hotel bookings, transportation, and related logistics when required.
• Ensure timely communication and proper documentation of requests and responses.

3. Policies, Processes & Procedures

4. Information Security

• Maintain the confidentiality, integrity, and availability of documents and information.
• Handle sensitive and confidential information in accordance with company policies.
• Ensure proper access control for files, records, and official correspondence.
• Avoid unauthorized sharing, copying, or disclosure of company information.
• Report any suspected information security incidents or breaches to the relevant department.

JOB SPECIFICATIONS

Academic and professional qualifications

Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or any related field.

Years and Nature of Experience

• 2 to 4 years of experience in secretarial, administrative, or office support roles.