Assistant Director: Admin
3 days ago
- A minimum of 2-3 years work experience in secretariat support services, administration environment and records management
Provision of secretariat support services for executive meeting
- 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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