Duties and Responsibilities


Allocate and supervise duties assigned to subordinate staff for smooth office operations.
Prepare office work plans to ensure tasks are accomplished on time.
Assist Managers in compiling reports for presentation at various meetings.
Act as a liaison between Managers and other offices to ensure effective communication.
Prepare notices for meetings, distribute agendas and minutes, and book meeting venues to ensure meetings run smoothly and achieve set objectives.
Maintain a contact database for future reference and efficiency.
Facilitate internal and external communication to enhance efficiency and alert Managers to urgent matters.
Develop and maintain a functional office filing system for easy retrieval.
Coordinate meeting schedules and appointments to meet set objectives.
Make travel arrangements, itineraries, and travel logistics to ensure proper timeliness.
Screen visitors, telephone calls, and handle complaints and inquiries to enhance efficiency and productivity.
Receive and dispatch mail for proper prioritization.
Maintain and disseminate information on university systems, policies, and procedures to enhance efficiency.
Assist in the preparation of departmental budgets for proper planning.
Harmonize the flow of work in all departments for smooth day-to-day operations.
Manage food services for meetings to ensure proper continuity.
Process office supplies and other requisitions for smooth office operations.
Coordinate the process of preparing student certificates, ensuring safe keeping, issuance, and maintaining proper records.
Record minutes during departmental meetings for proper record-keeping and future reference.


Requirements for Appointment


Served in the grade of Secretary I for a minimum period of three (3) years.
Bachelor’s degree in a relevant field.
Membership in IHRM.
Certificate in Computer Applications skills from a recognized institution.
Demonstrated merit and ability as reflected in work performance and results.