1. Minimum Requirements:
⦁ Grade 12
⦁ Executive Secretarial Diploma or National Diploma in Office Administration.
2. Experience Required:
⦁ At least three (3) years of experience in a similar role
⦁ Having worked in a Local Authority background would be an added advantage.
3. Key Responsibilities:
⦁ Drafts correspondence for CEO’s Office and other personnel, if required.
⦁ Records messages and ensure that the urgency and importance of these is always accurately conveyed.
⦁ Screens visitors to the CEO in a courteous yet decisive manner, making sure that the CEO’s time is not wasted by unnecessary interruptions and at the same time is not wasted by unnecessary interruptions and at the same time satisfying the visitor’s/caller’s need.
⦁ Arranges the CEO’s travel matters, including drawing up itineraries, obtaining visas, etc.
⦁ Discusses/motivates any major improvement of the reception area with regard to additional equipment, furniture, etc with the CEO in order to enhance the Office’s image.
⦁ Prepares, compiles and ensures distribution of agendas and minutes of Executive Management and may assist in minute taking of Council Meetings.
⦁ Collects, compiles and photocopies relevant Executive Management meeting minutes, distributing delivering such documentation as required.
⦁ Types documents from clear copy or rough draft on a computer terminal or typewriter.
⦁ Types and records information on a variety of activities in a department and answers follow-up inquiries concerning such records.
⦁ Composes and types correspondence on routine matters requiring knowledge of departmental operations and regulations using standardized formats.
⦁ Sorts, indexes, and files materials numerically, alphabetically or by some in the records system.
⦁ Answers varied inquiries, over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently.
⦁ Schedules and maintains calendar for Board/Conference room bookings.
⦁ Schedules meetings for CEO by personally contacting participants by phone.
⦁ Checks documents and records for completeness, clerical and mathematical accuracy, and processes for further action.
4. Knowledge and skills required
Knowledge of:
⦁ Proper business English, spelling, and grammar.
⦁ Basic arithmetic such as addition, subtraction, multiplication, and division.
⦁ Minute taking and good listening skills
⦁ Filing systems and good organizing skills
⦁ Office practices, procedures, and equipment operations.
Ability to:
⦁ Operate a typewriter, word processor, microcomputer, personal computer, or other keyboard device.
⦁ Understand and follow oral and written instructions given in the English language.
⦁ Comprehend and make inferences from material written in the English language.
⦁ Work cooperatively with other employees and the general public.
⦁ Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
⦁ Sort, separate, arrange, file, or distribute incoming and outgoing mail.
⦁ Work safely without presenting a direct threat to self or others.
5. Key Performance Areas
⦁ Travel arrangements – Bookings made on time
⦁ Diary Management – 0% double bookings
⦁ Minute Taking – minutes to reach participants 2 days after meeting
⦁ Office administration – accurate filling and information processing
⦁ Accurate Typing of Correspondence
⦁ Integrity of Information – confidentiality at all times
6. Supervision and Work Classification
⦁ The position exists to perform skilled secretarial and general clerical work which requires typing, filing, and related activities.
⦁ Independent judgement in the disposition of routine matters for one or more supervisors is normally an important element of these positions.
⦁ A Secretary may work alone in a small office which handles one major program or administrative function, or as part of a team in centralized secretarial operation which handles a number of administrative functions or programs.
⦁ Remain in a sitting position for extended periods of time.
⦁ This PA must be able to deal with information and matters of a confidential nature and function in the absence of regular supervision exercised over clerical and secretarial assistants. This position reports to the CEO.
7. Remuneration and Benefits:
Basic Salary N$ 97,078.00 pa, Housing Allowance 20% of basic salary,
85% Council contribution on Medical Aid, 21,7% Pension, Transport Allowance NS 7,704.00 pa, 13th Cheque and ample leave.
More Information
- Job Application Details NB: Candidancy is limited to Namibian citizens who meet the minimum requirements. All foreign qualification must be accompanied by evaluation certificate from NQA. Fax and Email applications will not be considered. Candidates must apply in writing (typed and originally signed letter), attach CV and originally certified copies of documents should be submitted and addressed to: The Acting Chief Executive Officer Gibeon Village Council, Private Bag 1001, Gibeon Only shortlisted candidates will be contacted and no documents will be returned. CLOSING DATE: 23rd December 2022 at 13h00
- This job has expired!
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