Secretary to the Incident Manager Job at eHealth Systems Africa - Nigeria

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Job Title: Secretary to the Incident Manager / Secretary to the Emergency Operations Center

Locations: Nigeria (Kano, Kaduna, Sokoto, Abuja, Borno, Katsina)

Employer: eHealth Systems Africa

Contract Period: now – December 31, 2014

Salary Range:N150,000 – N350,000 depending on experience and qualifications

Terms of Reference:

The Secretary to the Incident Manager, Emergency Operations Center (EOC) is a highly skilled individual with excellent communication and interpersonal skills.

He/She is required to provide efficient, proactive and focused support to the conduct of meeting, tracking of action plans and provision of the comprehensive reports to the EOC management.

The Key word is Team Work.

The Secretary will coordinate office activities and perform secretarial assignments assigned by an EOC member or management staff in support of the on-going operations of the office.

Secretarial assignments include such duties as scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility and such include the following : –

To Support the EOC meetings:

•   Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed and instructed.

•   Input action points into the action tracker and updates this as the tasks get accomplished

•   Maintaining a Diary – A secretary has to maintain a diary to follow the time-bound schedule of her boss and enlist his appointments accordingly. At the end of each day, he/ she has to inform the boss about the next day's schedule.

•   Preparing Drafts – Write, edit and disseminate information through presentations, spreadsheets, letters, mails, minutes of the meetings, memos, itineraries, etc. He/ She should be able to take in minutes during the meeting held and present them by the end of the day. Also be able to compose, format, prepare, and edit correspondence and reports.

•   Updates management on status of issues before scheduled meetings.

•   Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to management and staff.

•   Gathers data for surveys or performs research on special subjects or projects assigned within the EOC.

Office Support & Correspondence:

•   Receives and screens telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of operations, supervisor's point of view, and the interpretation and application of policies and procedures.  

•   Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to management and staff.

•   Answering Calls – The incumbent will be required to screen the list of callers and relays the messages to the boss or EOC member or leave SMS messages on his phone if unable to reach.

•   Maintaining Archives – It is the duty of the secretary to maintain the archives of documents and paperwork regarding foreign delegation visits, customer visits, inaugurations, activities, events, etc. Maintains an electronic filing system which all EOC member will have access to. Items such as agendas and meeting minutes will be made easily available as well as any partner reports

•   Managing Material -The incumbent is required to ensure timely and accurate delivery, and pick up of important office material. Items to be couriered should be sent on time, tracked and followed up for efficient delivery.

•   Screening of Visitors – The incumbent will be required to know how to screen visitors that request to see the IM or any EOC especially during peak periods ( campaign meetings and DE-briefing sessions) He/ She will have to take the initiative to know when it is appropriate to have the IM or other member notified of such presence. He or She must familiarize themselves with the various high status guests and know how to attend to them.

•   He / She must liaise with the EOC Admin Coordinator or further guide lines if unsure.

•   Calendar of EOC/Partner Events – Maintains an electronic calendar system that includes activities undertaken by the EOC and partner organizations

Correspondence/ Communication:

•   Composes and types routine letters, memoranda, reports, scientific or technical material, numerical data, charts and forms. Also types out minutes of meetings and ensures the Incident Manager reviews the draft minutes before it is emailed out to the other members within 24hrs.

•   Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.

•   Updates management on status of issues before scheduled meetings.

•   Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control. Also enters, retrieves, updates, verifies, and updates information in the electronic files.

•   Takes minutes or recordings of meetings. If needed distributes on instruction.

•   Sorts and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence and reports.

•   Maintains confidentiality of documents and information received.

•   Keeps informed of office details and advises management of problems

Desired Skills and Experience:

Requirements:

The following requirements are mandatory. No candidate will be considered without the following. The candidate will be required to pass a test in order to move onto the interview process.

•   A minimum of 5 years work experience

•   A masters degree in any field

•   Excellent communication skills

•   Superb reading and writing skills

•   A minimum typing speed of 30 words per minute

•   Ability to use IT equipment such as general computer use, internet research, use of android phones, formatting documents for printing, managing printing

•   Presentable personality

•   Knowledge of basic Arithmetic (figures & calculation).

•   Advanced use of Microsoft Word and Excel

•   Knowledge of the organization and composition of letters, reports, charts, and spreadsheets and Minutes taking ability.

•   Knowledge of scheduling and coordinating travel arrangements

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Source: Secretary to the Incident Manager Job at eHealth Systems Africa - Nigeria