The Executive Secretary, under the overall leadership of the General Manager serves as secretary of committees as and when necessary, prepares and replies letters of routine nature, screens visitors and schedules appointments for the Managing Director and organizes meeting and conferences as assigned, and other related functions in the Office of the General Manager.

Key Responsibilities:
• Organizes planned meeting and conferences.
• Transcribes short hands, handles notes, recorded materials, correspondences, reports, and minutes of meetings.
• Operates computer machine using different software packages.
• Develops and maintains proper filing and recording system and keeps custody of the Institution’s documents and records when assigned.
• Checks and classifies information in order to secure complete and accurate data.
• Prepares records such as notices, minutes, special reports and agenda for accurate data.
• Answers independently minor complaints and/or inquiries and directs certain matters to concerned work unit or appropriate staff.
• Prepares replies to some letters of routine nature.
• Receives telephone calls and other messages and transmits to and from the General Manager.
• Operates fax and telex machines and sends or receive messages.
• Requests stationery items from stores and asks purchase of any specific items as required.
• Screens visitors and schedules appointments for the General Manager.
• Arranges travel schedules and reservations.
• Registers and dispatches outgoing and incoming mails and documents.
• Serves as secretary of ad-hoc committees as and when necessary.
• Performs simple administrative and clerical duties.
• Performs other related duties as may be assigned by the General Manager.

6/8 years of relevant experience in Office administration, secretarial, record management, communication, and other related functions in large business entities with transport agricultural, and trading (import/export) sector involvement is advantageous.