Office Secretary – Jowhar

Job Description

Dowlad Goboleedka Hirshabelle ee Soomaaliya

دولة إقليم هير شبيلي الصومالية

HIRSHABELLE STATE OF SOMALIA                

CIVIL SERVICE COMMISSION

VACANCY ANNOUNCEMENT

Purpose of the position

This position is an Administrative and secretariat support position in the Office of the Minister of Finance and Economic development for the Hirshabelle State of Somalia.

The secretary shall maintain the smooth running of the Minister’s office through a variety of Secretariat and clerical duties. s/he handle office schedules, organise meetings and book appointments for visitors, prepare and keep files, answer phones and perform a huge array of other essential tasks.

2. Responsibilities and Duties

The Office secretary will:

• Receive and answer phone calls and redirect them where necessary.
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments.
• Prepare and disseminate correspondence, memos and forms.
• File and update contact information of employees, customers, suppliers and external partners
• Support and facilitate the completion of regular reports.
• Develop and maintain a filing system in the office of the Minister.
• Check frequently the levels of office supplies and place appropriate orders.
• Support and arrange travel arrangements for the Minister and his/her deputies.
• Document Minister office expenses and share with Corporate Services Director
• Undertake occasional receptionist duties when it is required.
• Handle confidential documents ensuring they remain secure.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Assist Photocopying, Printing and scanning services for the office of the Minister, DG and the Corporate Services Director
• Carry out any other assignments requested by the DG, Corporate Services Director and Ministers.

3. Qualification and Experiences

• Diploma in Business Administration, Public Administration or related. Field, bachelor’s degree is desirable.
• At least 2 years’ experience of secretary, Clerical or Administrative work.

4. Competencies

• Good decision making and problem-solving skills
• Strong analytical skills and Report writing, Minute taking
• Excellent communication skills both written and oral for Somali and English.
• Well-developed management and organization skills
• Good ethical values of Honesty, integrity and confidentiality
• Computer literacy and familiarity with Word, PowerPoint, and Excel.
• Proven experience as office secretary or similar administrative role.
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities

How to apply

Please Click the Link and Fill the Application Form: APPLICATION FORM.docx.

Interested candidates who meet the criteria are encouraged to fill the form and send to csc.hirshabelle@gmail.com   by not later than 05^th June 2021

NOTE

• Please quote the position you are applying for in the subject of the e-mail.
• Application form should be sent as attachment in word format.
• Female and people with disabilities are highly encouraged to apply.
• Canvassing will lead to automatic disqualification.
• Only shortlisted candidates will be contacted.
• If you are shortlisted for an interview, you will be required to come with

your original academic and professional certificates during the interview day.