DG’s Office Chief Executive

Role Purpose:

Provide a wide range of support services to the Director General’s office and undertake administrative functions to ensure the implementation pf processes and procedures in a timely and professional manner.

Key responsibilities / Duties:

1. Enhanced Administrative Support: Provide high-level support to the daily operations of the Director General’s Office, including drafting correspondence, minutes of meetings, and reports, while maintaining organized filing systems and contact databases to ensure accuracy and timely accessibility of records.

2. Communication and Circulation: Facilitate the internal circulation of official communications, ensuring proper dissemination to management and staff for awareness and necessary action.

3. Confidentiality Management: Handle sensitive and confidential information with discretion, ensuring compliance with internal guidelines, and provide recommendations on access privileges as required.

4. Deadline Coordination: Draft, Coordinate, monitor, and follow up on deadlines related to DG’s Office tasks and actions with internal sectors, government authorities, and external entities.

5. Meeting and Visit Logistics: Coordinate logistics for meetings and official visits, ensuring professional standards and seamless execution.

6. Visitor and Guest Relations: Oversee the reception and guidance of visitors to the Director General’s Office, ensuring professional, courteous, and proactive handling of inquiries or issues.

7. Process Support: Support the review and improvement of administrative workflows and document management practices within the Director General’s Office, recommending enhancements to increase efficiency.

8. Reporting: Provide regular updates to the Director General’s Office Manager on ongoing tasks and activities, escalating issues as required.

9. Operational Support for Plans and KPIs: Assist in implementing and monitoring DG’s Office objectives and KPIs, maintaining related documentation and records on DCAA systems.

10. Ensure compliance with non-disclosure and confidentiality agreements, as well as DCAA security policies, to safeguard both government and DCAA confidential information. Address and rectify any ISR audit findings, promptly report security incidents, and engage in ongoing security awareness training to prevent unauthorized access or disclosure.

11. Other Duties: Perform other related duties as assigned.

Qualifications

• 
  Academic Qualifications:

Bachelor’s degree in Business Management or any equivalent degree.

• Certifications:

Executive Secretarial and Office Administration.

Advanced Business Communication.

• Professional Experience:

(6 to 8) years of relevant experience in executive support, office administration, or related fields.