Operation Administrative Secretary job at Ministry of Lands Housing and Urban Development

Background information about the job or company (e.g., role context, company overview)

The incumbent will be responsible to the Operation Coordinator/ Manager for performing the following duties:-

Responsibilities or duties

• Strategically manage the daily calendars, complex meeting schedules, and official appointments for the Operation Coordinator and Manager.
• Lead logistical planning and execution for internal team meetings, large-scale program workshops, and stakeholder consultations.
• Formulate professional agendas, assemble supporting briefing materials, and produce accurate, high-quality minutes of all official proceedings.
• Efficiently screen, manage, and direct phone calls, incoming visitors, and high-level officials with a high standard of professional courtesy.
• Track, log, and manage incoming and outgoing mail and official communications, ensuring rapid and accurate internal routing to relevant team members.
• Draft, proofread, format, and finalize official administrative letters, internal memos, certificates, and general correspondence.
• Establish, optimize, and maintain highly secure, logical physical and electronic filing systems to store and retrieve vital program documents.
• Ensure confidential program archives and document databases are organized in compliance with institutional data management protocols.
• Requisition, track, and monitor the usage of essential office stationery, printing materials, and kitchen supplies to prevent shortages.
• Coordinate closely with the general support and maintenance teams to ensure the workspace remains organized, orderly, and meets high cleanliness standards.

Qualifications or requirements (e.g., education, skills)

Minimum Qualification: Bachelor’s Degree (Honours) in Public Relations management, Development Studies and Project Planning and Management, Secretarial Studies, Office Management, Business Administration, or a related field.

Experience needed

1. Minimum of 5 years of relevant professional experience.

2. At least 5 years of experience providing secretarial support within donor-funded programs (e.g., World Bank) or public sector institutions.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Minimum Age: 25

Maximum Age:

Vacancies: 1

Reference:

• Strategically manage the daily calendars, complex meeting schedules, and official appointments for the Operation Coordinator and Manager.
• Lead logistical planning and execution for internal team meetings, large-scale program workshops, and stakeholder consultations.
• Formulate professional agendas, assemble supporting briefing materials, and produce accurate, high-quality minutes of all official proceedings.
• Efficiently screen, manage, and direct phone calls, incoming visitors, and high-level officials with a high standard of professional courtesy.
• Track, log, and manage incoming and outgoing mail and official communications, ensuring rapid and accurate internal routing to relevant team members.
• Draft, proofread, format, and finalize official administrative letters, internal memos, certificates, and general correspondence.
• Establish, optimize, and maintain highly secure, logical physical and electronic filing systems to store and retrieve vital program documents.
• Ensure confidential program archives and document databases are organized in compliance with institutional data management protocols.
• Requisition, track, and monitor the usage of essential office stationery, printing materials, and kitchen supplies to prevent shortages.
• Coordinate closely with the general support and maintenance teams to ensure the workspace remains organized, orderly, and meets high cleanliness standards.

• Public Relations management
• Development Studies
• Project Planning and Management
• Secretarial Studies
• Office Management
• Business Administration
• Calendar Management
• Meeting Scheduling
• Logistical Planning
• Agenda Formulation
• Minute Taking
• Communication Screening
• Mail Management
• Correspondence Drafting
• Filing Systems Management
• Data Management
• Inventory Management
• Workspace Organization

• Bachelor’s Degree (Honours) in Public Relations management, Development Studies and Project Planning and Management, Secretarial Studies, Office Management, Business Administration, or a related field.
• Minimum of 5 years of relevant professional experience.
• At least 5 years of experience providing secretarial support within donor-funded programs (e.g., World Bank) or public sector institutions.