Assistant Director: Admin - Secretariat Support (06 Months Contact)

SUMMARY:
JOB PURPOSE:

• To provide secretariat and logistical support in the Office of the Director-General.

POSITION INFO:
MINIMUM REQUIREMENTS:

• A minimum of 2-3 years’ work experience in secretariat support services, administration environment and records management

• Assist with requesting for agenda items and Compile/ draft agenda for EXCO, OPCO, SMS, Extended EXCO and MMM meetings
• Sourcing future agenda items from previous minutes and action lists
• Daily sending of reminders for submission of supporting documents
• Meeting packs/supporting documents coordinated and distributed
• Assist with taking and drafting of executive meetings minutes in the absence of DD Secretariat
• Assist with providing secretariat supporting during executive meetings

• Sending out meeting links to executive members
• Source quotations for securing external venues for executive meetings
• Prepare necessary documents for securing of venues e.g. VA26
• Loading and management of flow of presentations during sessions
• Ensure proper set-up at venues and availability of functional PA system with good sound during meetings
• Circulation of roving microphones during meetings
• Circulation of attendance registers during executive meetings
• Continuous Communication of changes/updates relating to meetings
• Purchase and prepare refreshments for executive meetings

• Request for agenda items and compile/ draft agendas
• Meeting packs/supporting documents coordinated and distributed
• Draft minutes of ODG Unit meetings and planning sessions
• Approved minutes signed by the chairperson
• Filing of meeting packs and signed minutes

• Distribute external Cabinet memo to Programmes
• Consolidation of various inputs into a single briefing notes document
• Follow-up with programmes to submit inputs into briefing notes
• Submission of briefing notes to Minister and Deputy Minister
• Ensure that Cabinet memoranda sent to programmes are returned back to the ODG for safekeeping
• Ensure that copies of tabled DSTII cabinet memoranda are filed
• Assist in monitoring Cabinet minutes to extract decisions relating to the DSTII for implementation
• Assist in coordinating the development of reports on Cabinet briefings for tabling at Opco and EXCO quarterly

• Drafting of submissions relating to secretariat support services
• Drafting submissions of securing approval for the utilisation of external venues for meetings
• Drafting of submissions requesting for the utilisation of the office vehicle
• Management of the office vehicle
• Providing admin and logistical support to both DD/Secretariat
• Ensure management, maintenance and safekeeping of assets/ equipment related to secretariat support including records thereof

• Capture all incoming and outgoing documents and information into manageable and retrievable system
• Recording classified documents and external Cabinet memoranda in a register
• Filing of executive meetings packages manually and electronically after sending to Programmes
• Filing of all executive meetings minutes: -Opco, Exco, extended Exco and bilateral meetings with DSTII entities and MMM
• Cabinet memoranda, agendas and minutes filed in the strongroom
• Develop and update the organization Cabinet memo decision database
• Keeping record of attendance registers of all executive meetings
• Downloading of meetings recording for safekeeping
• Keep a folder of all executive meetings presentations
• Shredding of documents

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