Openings at Agricultural Finance Corporation

Duties and responsibilities will entail:
Any other relevant work that may be assigned to the job holder from time to time

Person Specifications:
For appointment to this position a candidate must have: 

• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management or Bachelor’s degree in Social Sciences or any other equivalent qualification from a recognized institution.
• Receive incoming calls and respond to general queries in order to ensure that the callers’ needs are promptly addressed; 
• Receive and screen visitors and clients to the Managing Director’s office and ensure that they are assisted in good time;
• Provide secretarial and administrative support to the Chairman of the Board of Directors and Managing Director’s office to include but not limited to typing letters, reports, and other correspondences; dispatching mails, sorting and photocopying documents as required;
• Maintain the Managing Director’s files and documents to ensure safe custody and ease of retrieval of all confidential records and documents;
• Receive, stamp and sort out incoming letters and other correspondences to the Managing Director’s office and dispatch them to the appropriate officers in the Corporation;
• Maintain the Managing Director’s diary of events and ensure that the Managing Director is reminded of the engagements in a timely manner;
• Organize the Managing Director’s travel arrangements and ensure that air tickets and visas are where applicable are obtained in good time; 
• Administer the Managing Director’s office imprest, maintain accurate records of all purchases and prepare monthly imprest reconciliation;
• Maintain custody of the Board of Directors’ minutes book and the Corporations seal; 
• Requisition for office supplies for the Managing Director’s office and ensure that the supplies are used economically; and
• At least four (4) years of experience in office administration or a relevant position in a comparable position in the Public Service/Private Sector;
• Proficiency in computer applications
• Fulfilling the requirements of chapter Six.

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Roles and Responsibilities 

• Completes a broad variety of administrative tasks for the Managing Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 
• Plans, coordinates and ensures the Managing Director's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Managing Director’s time and office. 
• Communicates directly, and on behalf of the Managing Director, with Board members, Corporation staff, and others, on matters related to MD's programmatic initiatives. 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. 
• Provides a bridge for smooth communication between the Managing Director's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 
• Works closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Managing Director updated. 
• Provides leadership to build relationships crucial to the success of the Corporation, and manages a variety of special projects for the Managing Director;
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Managing Director's ability to effectively lead the Corporation. 
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings 
• Assists in coordinating the agenda of senior management team meetings and offsites, and all staff meetings 
• Edits and completes first drafts for written communications to external stakeholders Strategic Initiatives 
• Works with Corporate Communications team in coordinating the Managing Director's outreach activities 
• Follows up on contacts made by the Managing Director and supports the cultivation of ongoing relationships 
• Edits all, and creates acknowledgement letters from the Managing Director

Person Specifications:
For appointment to this position a candidate must have: 

• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management or Bachelor’s degree in Social Sciences or any other equivalent qualification from a recognized institution.
• At least four (4) years of experience in office administration or a relevant position in a comparable position in the Public Service/Private Sector;
• Proficiency in computer applications
• Fulfilling the requirements of chapter Six.