PERSONAL ASSISTANT wanted at Botswana Qualification Authority

To provide secretarial services to the NCQF Services Department.

Main Duties
a) Receive telephone calls and correspondences for the Director Corporate Services
b) Attend to queries or refer issues beyond own scope to relevant officers or to the Director Corporate Services.
c) Attend to visitors/clients and make them feel comfortable.
d) Ensure fax machine is in order, receive faxed documents and forward to staff/management, and fax documents on behalf of staff/management.
e) Maintain the Director’s appointment diary, arrange and remind him/her of appointments.
f) Advise staff of any meetings.
g) Issue reminders of committee meetings to committee secretaries and members, and confirm their attendance prior to the meetings.
h) Compile and prepare all documents needed for meetings.
i) Ensure that relevant documents are circulated to all attendees prior to meetings.
j) Make logistic arrangements for meetings (venue, refreshments, etc.)
k) Take minutes as and when required, produce and distribute minutes of meetings after vetting by the responsible officer.
l) Arrange lunches and other social events on behalf of BQA.
m) Arrange travel and accommodation for staff/ Head of Department as necessary.
n) Type documents such as internal memos, correspondences, reports, shorthand notes etc., take dictations and submit typed work to the PS for checking and
signature.
o) Process, maintain and keep a record of correspondences (hardcopy and electronic) and confidential files, and retrieve documents as needed.

Key Performance Areas

1. Managing the Director’s diary and appointments.
2. Provision of secretarial support in the Department.
3. Assisting clients and customers.

Education:

A minimum of BGCSE and a National Diploma in Secretarial Studies from a recognised Institution.

Experience:
A minimum of 3 years as a Secretary/Personal Assistant in a professional office environment.

Required Competencies: