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Project Secretary

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
“Sustainable Development of Utility Scale Wind Power Production” project
Posted On:
16 June, 2006
Last Date to apply:
04 July, 2006
Experience in years
2 to 4

This position requires 2 - 3 years of relevant experience in secretarial and office management skills.

He/She must have solid computer skills in relevant software packages (MS office), ability to work in multi-cultural environment, problem-solving skills and results orientation and sensitivity to gender issues. Strong English language skills (oral and written) are also required.


Description (TORs):

The services of the Project Secretary will be required for the first phase (2 years) of project implementation.

He/She will report directly to the Project Manager/Chief Technical Advisor and will be part of the Project Implementation Unit (PIU). The PIU will act under the Alternative Energy Development Board (AEDB) – executing agency of the project – represented by the NPD. The PIU will work closely with UNDP, government counterparts and key stakeholders in order to facilitate project implementation towards the desired goals and objectives. The Project Secretary will provide secretarial support to PM/CTA for project’s day to day activities.

Scope of work

Under the supervision of the PM/CTA, the Project Secretary will undertake the following specific tasks:

Manage supervisor's calendar, meetings, visitors, calls and travel. Arrange appointments, some involving high-ranking officials. Prepare multimedia presentations and take notes at the meetings. Receive visitors, place and screen telephone calls.

Take dictations on a variety of subject matters, type correspondence, documents and reports, some of which are highly confidential. Type reports for visiting missions.

Receive and screen all incoming correspondence; log and route the same, attach necessary background information and maintain follow-up system. Screening of all incoming correspondence to signal urgency.

Check outgoing correspondence for conformity with established procedures, protocol and accuracy before signatures by supervisor. Draft routine correspondence and ensure follow up.

Maintain policy, confidential and general files in a manner allowing rapid retrieval. Ensure retrievability of documents also kept by others. Maintain electronic files as well as papers.

Select and make pertinent abstract and undertake searches for information on web sites, in library, in archives, etc. Prepare briefing material for supervisor.

Perform liaison duties with other staff. Organize work and distribution of paper in/out flow within the office.

Prepares monthly visitor's list and post it on the Internet. Scan business cards and maintain card database.

Perform any other duties as directed by project management.

Must Degree Degree Level Country Description
YesGraduateBachelors Degree (2-3 Years)Graduation level qualification with supplemental training in: Interpersonal skills and Computer literacy.