Specialist, Business Administration (669)

Job Purpose

Provide high-level administrative and operational support to the Director General, overseeing thesmooth functioning of day-to-day activities, managing complex schedules, coordinating high-stakes meetings and events, and ensuring efficient communication within the organization. This role acts as a key liaison, facilitating information flow, tracking budgets, managing documentation, and ensuring compliance with organizational policies and confidentiality standards to enhance operational effectiveness.

Key Accountabilities

Job Specific Accountabilities:

Executive Administrative Support

• Deliver comprehensive administrative support to the Director General by managing calendars, prioritizing meetings, and organizing critical tasks to optimize time and effectiveness.
• Arrange and manage the Director General's schedule, ensuring engagements are efficiently prioritized, and meeting logistics are seamlessly coordinated.
• Coordinate detailed travel arrangements, including international and domestic flights, accommodations, and ground transport, aligning all logistics with the Director General's schedule and preferences.
• Prepare, edit, and manage communications, such as emails, official memos, and reports, on behalf of the Director General, ensuring clarity, accuracy, and adherence to organizational standards.
• Manage office supply inventory and coordinate resources for meetings, workshops, and training sessions, ensuring the availability of required materials.
• Support strategic project management efforts by tracking deadlines, deliverables, and action items, ensuring progress aligns with organizational goals and timelines.
  
  

Communication and Coordination

• Organize and coordinate logistics for high-priority meetings and events, including scheduling, agenda preparation, minute-taking, and follow-up actions to facilitate successful outcomes and effective communication.
• Act as a primary contact for internal and external communications, handling inquiries and coordinating responses on behalf of the Director General to ensure timely and efficient information flow.
• Foster a collaborative work environment by providing administrative support to team members, assisting with tasks, and coordinating daily activities across the Director General’s support team.
• Attend key meetings and prepare and distribute accurate minutes to relevant stakeholders, ensuring alignment and follow-up on discussed actions
  
  

Compliance and Confidentiality

• Uphold the highest level of confidentiality in handling sensitive information, ensuring compliance with organizational policies and procedures in all administrative and operational activities.
• Maintain organized and accurate records of all official documentation, ensuring compliance with regulatory standards and facilitating easy retrieval when required.
  
  

Other Accountabilities

• Perform additional duties and responsibilities within the function’s mandate as assigned by leadership to meet evolving business needs and support organizational objectives.