Secretary

• Provide secretarial and executive support services to the respective Directorates.
• Draft correspondence and reports and proof read documents.
• Respond to telephone inquiries, route calls to appropriate officers and place outgoing calls.
• Schedule appointments, prepare itineraries and confirm travel arrangements.
• Maintenance, storage and retrieval of files/documents for access and security.
• Undertake other duties which are consistent with the level of responsibility of this post.

• Be in charge of the Registry and Documentation Unit of the Secretariat.
• Develop, implement and maintain a comprehensive Policy and Procedure manual for Registry management, Records management and the Archives Management Plan.
• Develop and maintain a filing/classification index.
• Ensure safe custody of all records, documents, files, letters etc within the Registry.
• Oversee the maintenance of hardcopy records, filing and file movements within the Secretariat.
• Manage archived information; facilitate access and retrieval of documents.
• Manage the timely delivery of both internal/external and incoming/outgoing mail.
• Conduct periodic records audit and organize document disposals as per the retention schedule.

• Assist in the receiving and opening of Tenders/pre-qualifications, RFP, Quotations,
• Receive and verify deliveries of materials/goods and issuance of the same, raise GRN, ensure safe custody of stock in the stores, monitor the stock level and initiate re-ordering process
• Participate in the evaluation of Tenders, Proposals, Quotations, and participate in preparation of LPOs and LSO’s.
• Conduct regular stock taking exercise, preparation of store reports
• Ensure proper posting to the computer system and proper records are maintained.
• Secretary of the Procurement Committee and Inspection and Acceptance Committee

• Undertake routine and preventive maintenance of motor vehicle, regularly clean and polish vehicle.
• Drive motor vehicle to transport directors, staff, clients and others to designated locations.
• Perform miscellaneous errands such as paying bills, registered letters for postage, collecting and delivering mail, load and offload baggage, goods and other material supplies with due regard to the safety of other people.
• Maintain records of the motor vehicle’s daily activity showing journey, mileage, petrol, oil and signature of authorizing officer to account for all the journeys made.
• Implement preventive maintenance by taking motor vehicle for major service or repairs in accordance with planned schedule or instructions.
• Perform any other duties assigned by the management.