Key Responsibilities:
i. Manage all records including, minutes and correspondences in accordance with organizational
policies to ensure they are up-to-date, accurate, complete and retrievable following Good
Record-Keeping Practices.
ii. Coordinate meetings for the department by scheduling, taking minutes and compiling reports
while continuously monitoring the completion of agreed actions by various stakeholders to
ensure their efficiency and effectiveness.
iii. Coordinate the review of QMS-related documents for the department for compliance.
iv. Perform monitoring and evaluation activities for the department by preparing weekly and
monthly performance reports for all staff to facilitate decision-making by Section Heads and
Head of Department.
v. Provide communication links between internal and external stakeholders with the Head of
Department by managing correspondences in form of letters, emails and telephone calls for
efficient service delivery.
vi. Provide support to the team in the Supply Chain department to drive the successful execution
of various initiatives, for efficiency.
vii. Manage diary, schedules, confidential information, appointments and travel arrangements for
the Head of Department for effective service delivery.
viii. Organize and prepare conferences and events within or outside MEDS in liaison with other
departmental staff for effective service delivery.
ix. Handle requests and queries from external stakeholders for customer satisfaction
Candidate Profile:
i. Bachelor’s Degree in Business Administration or related field and Secretarial studies.
ii. Minimum 5 years relevant experience.
iii. Technical Competencies; Office Management skills; Experience with scheduling tools,
Microsoft Office Suite Proficiency; Records Management; Time management
iv. Functional skills; Discretion and confidentiality, Communication skills, Problem-Solving
skills, Analytical skills, interpersonal skills, keen to details and high level of integrity