JOB PURPOSE
The Special Assistant (Secretary General) will be responsible for providing strategic and operational support to the Secretary General in the execution of strategic and operational activities.
JOB DUTIES AND RESPONSIBILITIES
The Special Assistant (Secretary General) has the following responsibilities:

Support the Secretary General in coordinating the substantive preparations for the relevant discussions of the Governing Board and Coordination Meetings and engagements with other Partners, Donors and MDAs.
Conduct all necessary background and preparation work for the Secretary General to take key strategic and operational decisions
Liaise with key officials of Governmental, Nongovernmental and other Humanitarian agencies on behalf of the Secretary General to establish collaborative partnerships.
Manage the official calendar and schedule of the Secretary General
Perform other duties in support to the senior management processes as may be directed by the Secretary General
Book appointments and organize meetings with relevant persons to ensure effective use of executive time
Draft correspondence to key partners and stakeholders on behalf of the Secretary General
Handle the Secretary General\'s local and international travel arrangements
Take minutes during meetings, prepare reports of meetings and summary of briefs for use by the Secretary General and other stakeholders
Receive, open and prioritize all incoming mail, ensuring all correspondence is dealt with swiftly
Receive and screen incoming calls and deal with enquiries whenever appropriate with tact and diplomacy
Maintain effective and comprehensive electronic and paper filing systems to ensure efficient flow of correspondence, documentation and ease of access
Carry out research, and assist in the preparation of speeches, presentations and report materials when requested
Ensure the Secretary General\'s official documents (passport, visa, insurance policies, memberships, etc.) are renewed before their expiry
Ensure the protection, security and confidentiality of all files, records and reports

QUALIFICATIONS AND EXPERIENCE

First degree in Public Administration, Business Management, Law, Linguistics or related discipline from a reputable institution
Post-graduate degree in Public Administration, Business Management from a reputable institution
Minimum of 5 years relevant experience reporting directly to senior management


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