Key Responsibilities
The job holder will work closely with Executive Assistant in the DDG offices to;-
Provide customer services support to the Deputy Director General offices including managing client visits, managing the office, and responding to calls and inquiries.
Prepare general correspondence in the DDG offices including memos, letters, and emails.
Plan and schedule meetings, conferences, and teleconferences, and coordinate with the relevant stakeholders to ensure the smooth running of the same.
Organize business travel, hotel bookings, accommodation, airport transfers, and visas, processing expense claims and ensuring that they comply with policy and procedure.
Conduct background research, analysis and collate information to support the preparation of management reporting, communication, and decision-making.
Attend meetings and prepare minutes, identify actionable items, and follow up to ensure successful completion.
Identify, determine office needs, and coordinate the procurement of goods and services for the smooth running of the DDG offices.
Create and maintain information systems and databases including securing information by completing information input and data backups to ensure proper and efficient flow of management information
Assess and ensure preventive maintenance of office space, equipment, and tools to guarantee safe and secure workspaces.
Perform any other related duties as may be required
Requirements
Bachelor’s degree in business administration or relevant field
Two years of relevant experience with degree or five years relevant experience with a diploma
Demonstrate proficiency in using Microsoft Office Suite/Internet skills
Demonstrate ability to create and manipulate spreadsheets and databases
Demonstrate working knowledge of office methods and practices, including filing, proofreading, formatting and basic report
Flexibility to react to real-time under very short deadlines
Strong intuition and ability to anticipate the DDG-IS’s needs and to develop actions and timelines even in the absence of explicit instructions
Apply via :
www.ilri.org
