Job Description
DIRECTORATE/DEPARTMENT: Office of Commissioner of
Insurance and Chief Executive
Officer
GRADE/LEVEL: IRA 5
IMMEDIATE SUPERVISOR: Chief Executive Officer
REF: EOA/18
a) Job purpose
The position will be deployed in Office of Commissioner of Insurance & Chief
Executive Officer and shall be responsible for enquiries; providing secretarial
services in a given office, receiving and attending to clients.
b) Job Specifications
Duties and responsibilities will entail:
I. Managerial / Supervisory Responsibilities
(i) Provide secretarial, typing and other related activities in the Chief
Executive Officer’s office
(ii) Maintain efficient and effective communication channels between the
office of the Chief Executive Officer, Board Chairman, Directors, IRA
Departments and external customers.
(iii) Handle the Chief Executive Office correspondence, filing, registry, letters,
reports, memos and respond to simple correspondence.
(iv) Maintain the Chief Executive Officer’s diary, calendar and schedule of
appointment so as to ensure there is no clash or overlap and inform CEO
accordingly to approve or change.
(v) Receive and screen incoming calls, visitors, correspondences and reports.
Handle routine matters, determine and refer to the Chief Executive
Officer for action.
(vi) Oversee the prompt collection and delivery of incoming and outgoing mail
to correct addresses
(vii) Supervise the Chief Executive’s office administration matters relating to
cleaning, messengerial tasks, reception, telephone, e-mail, fax, enquiries,
complaints, etc., and direct as appropriate
(viii) Maintain inventories of office equipment and supplies, monitor utilization
of consumables and requisition of additional supplies
(ix) Coordinate local and international travel for the Chief Executive Officer.
(x) Coordinate speeches for functions and to ensure quality checks. The CEO
is involved in development of international speeches but for local
speeches, responsibility for coordination between the contributors is held
by this role.
(xi) Organize meetings and forums
II. Operational Responsibilities / Tasks
(i) Word and data processing;
(ii) Preparing responses to simple routine correspondence;
(iii) Managing e-office;
(iv) Operating office equipment;
(v) Attending to visitors/clients;
(vi) Handling telephone calls and appointments;
(vii) Maintaining office diary and travel itineraries;
(viii) Ensuring security of office records, equipment and documents, including
classified materials;
(ix) Establishing and monitoring procedures for record keeping of
correspondence and file movements;
(x) Maintaining an up to date filing system in the office;
(xi) Ensuring security, integrity and confidentiality of data within the office;
(xii) Managing office protocol and etiquette; and
(xiii) Supervising of office cleaning
c) Persons Specifications
(i) Masters’ degree in business administration or a business related field
(ii) Bachelors’ degree in business administration, secretarial studies or a
business related field
(iii) Member of a professional Body where applicable
(iv) Certificate in Computer Proficiency
(v) Six (6) years’ experience in a similar position
(vi) Supervisory course lasting not less than two (2) weeks will be an added
advantage
(vii) Meets the provision of chapter six of the Constitution