Executive Secretary (Reliever) at Africa Management Solutions Limited (AMSOL)

Job Responsibilities
Office Function

• Arrange ticketing for SG at least one week before a trip and provide information on weather conditions at destination. On return, ensure trip reconciliation within 24 hours of return from trip
• Arrange visa to be ready for trip at least two weeks before the trip. Ensure reconciliation of visa receipts within 24 hours of payment for the visa.
• At least 2 days before a trip, per diem and any documents (e.g. working documents, magazines) to be carried for any meeting to be ready and handed to SG.
• Send out accurate invitations for meetings at least 30 days before Executive Committee (EXC) or Annual General Assembly (AGA)
• At least two days before meetings, water/refreshments and other logistics to be ready
• Write minutes as directed and the minutes be completed within 3 working days from end of meeting.
• Maintain up-to-date and accurate contact details for CEOs, partners and invitees to AFRAA AGAs and other events. Hard copy of updated list of CEOs to be given to the Secretary General every first week of each month
• Ensure signed Minutes of EXEC and AGA meetings are filed and readily available at all times
• Ensure minutes of EXEC are sent to the Chairman within 2 weeks of EXEC meetings and sent to all EXEC members within 2 working days of receipt from the Chairman.
• Prompt the Secretary General (SG) about actionable matter arising from EXEC/AGA meetings according to timelines in Summary Decisions
• Each time there is a new member CEO appointed or key industry partners or regional international organization, draft a congratulatory letter for the Secretary General to sign within 2 days of receipt of the information
• Carry out translations into French as directed before 30 days to the relevant meeting (EXEC or AGA)

Administrative Functions

• Application for renewal of contracts to be made at least two months before expiry date of contract
• Observe AFRAA working hours especially that work starts at 0830 hours at all times
• Answer phone within first 3 rings
• Within 24 hours before a trip, ensure that a memo about the Director/Manager designated to act in the absence of the SG is signed and distributed to staff
• Dress smartly and decently during working hours
• Maintain office area in a neat and tidy manner at all times and ensure chronological and regular filing of documents at least within 12 hours of completion of tasks
• Maintain accurate diary of SG meetings every Monday or if it is a holiday, the next working day Relations
• Work cooperatively with other staff in AFRAA whenever carrying out your duties
• Arrange for presents and gifts for CEOs and other senior guests visiting AFRAA at least two days before the visit.
• Quality Objectives
• Must be calm and be able to work under pressure for example during conferences/meetings
• Maintain confidentiality in all matters pertaining to the office of the SG
• Ensure that the office area is not unduly noisy during working hours
• Report incidences of indiscipline by staff such as absenteeism, poor time keeping, poor performance of duties whenever they occur
• Any other duties as you may be allocated by your supervisor from time to time

Requirements:
Minimum Qualifications

• Bachelor’s degree in Business Administration, Communications or equivalent.
• Relevant work experience in offering executive office support.
• Fluency in written and oral French plus English is a MUST.