1.Assists in the day-to-day operational and administrative activities of the Director by organizing the incoming work, prioritizing incoming requests, maintaining a control system, and monitoring / following-
up to ensure timely response;
2.Sets and monitors the Director’s schedule by arranging appointments, budgeting time, preparation of meetings;
3.Screens correspondence; responds to requests for non-technical information, drafts correspondence on general inquiries for the Director’s signature, assembles and summarizes information necessary for preparing a reply by the Director.
Answers and screens telephone calls; provide routine and general information, redirects calls to the appropriate person, as required;
4.Obtains, compiles and extracts information from files, publication, databases, and other sources, on her own initiative or as requested by the supervisor, to prepare documents and briefing papers.
Undertakes research to provide information to internal and external audiences, often on an urgent basis, using databases and / or the internet;
5.Coordinates to the focal person on Performance Management System of the Field Office and acts as the contact point for OPCT & IPCR documentation of the RD, organizing meetings for the Director with the staff reporting directly to her, preparing the documentation and tables of preliminary ratings based on the evaluator’s comments to provide them to the Coordinator of the PRAS Review Committee;
6.Records administrative actions and decisions on the files which the Director manages, filing documents in hard copy and / or electronically, maintaining control system;
7.Makes necessary arrangements for meetings called for by the Director, drafts agenda, compiles, distributes background documentation, and act as recording secretary for such meetings as required by taking, synthesizing, preparing and disseminating notes and maintaining committee files;
8.Participates on behalf of the Director in meetings when he / she is unable to attend in person and takes notes on decisions taken and follow-
up action required by supervisor;
9.Organizes workshops, conferences, seminars and other special meetings, including but not limited to making initial contact with participants, prepares documentation to be distributed, and deals with participants’ particular requests, as needed.
10. Does other related tasks as may be assigned by the Regional Director.