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Experience Required Minimum 5 years’ experience in a similar high - profile , dynamic roles Education Requirements 1. Bachelor’s degree in Business Administration, International Studies, and Communications preferred. 2. Certificates in office administration and secretarial languages are added advantages. Competency Required • Professional demeanor. • Above average technical, analytical and problem solving abilities. • Excellent interpersonal skills and flexibility. • Excellent Communication skills – Written and Verbal • Excellent and thorough knowledge in use of Word, Excel, Power point and other MS software packages • Excellent organization skills, attention to detail and efficiency • Confident in abilities • Able to use initiative • Able to deal with sensitive and complex situations • Self-motivated and career driven • Proven ability to maintain confidentiality, impartiality and discretion • Ability to work independently and in teams. • Ability to manage multiple priorities and work towards deadlines. • Ability to work well with all levels of internal management and staff, as well as clients and other government entities. ROLE STATEMENT The Office Manager will oversee the office management, which will include organization and supervision of all administrative activities that will facilitate smooth running of the DG / DDG Office. The responsibilities may extend to managing the schedules of both the Director General and Deputy Director General as they carry out their responsibilities PRINCIPLE TASKS & RESPONSIBILITIES 1. Define procedures for record retention, ensuring protection and security of files and records, ensuring effective transfer of files and records. 2. Maintain filling system and prepare improvements if needed. 3. Constantly maintain an upmost level of confidentiality and discretion with all information. 4. Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement 5. Organize office operations and procedures. 6. Organize meetings, external conferences as required. 7. Manage travel itineraries and international travel of the Directors, to their exact requirements and specifications 8. Ensure relevant documents requested by the Directors for meetings, travel and tasks are prepared in advance and liase with responsible departments to ensure the information is thorough. 9. Manage diaries of the Director’s in a proactive and efficient manner. 10. Manage relationships with external parties and other government agencies 11. Prepare data / information for consideration prior to meetings and presentation during meetings for and on behalf of the Directors. 12. Assist the Directors in preparing reports, memos and presentations. 13. Take minutes of meetings accurately and type these into a formal document as and when required. 14. Proofread documents/materials for consistency, grammar, and spelling.
• Excellent interpersonal skills and flexibility. • Excellent Communication skills – Written and Verbal • Excellent and thorough knowledge in use of Word, Excel, Power point and other MS software packages