Vanuatu National Provident Fund
Location:
Port Vila
Due Date:
22-11-2024
Type:
Full Time
Organisation Description:
The Vanuatu National Provident Fund (VNPF) was established under the Vanuatu National Provident Fund Act [CAP 189] to provide security for workers during their working lives and into retirement.
Job Desctiption:
The Executive Secretary is responsible for providing high-level administrative and organizational support to ensure the efficient operation of the executive office. This role includes managing the General Manager's schedule, coordinating meetings, and facilitating effective communication within the organization and with external stakeholders. The Executive Secretary will prepare and organize essential documents, maintain confidentiality of sensitive information, and assist in project management as needed. Ultimately, this position aims to enhance the productivity of the executive office, enabling strategic decision-making and contributing to the overall effectiveness of the Fund.
Selection Criteria:
Qualifications/Experience
• A Diploma or Bachelor's degree in Business Administration, Management or a related field.
• A minimum of 5 years of experience in an administrative or executive support role.
• Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Multitasking and time management skills with the ability to prioritize tasks
• Works with minimum supervision
Key attributes and requirements
Administrative Support
• Refers to the range of tasks and responsibilities that help ensure the smooth functioning of an office or organization.
Communication Management
• Refers to the systematic approach to handling all forms of communication within an organization, ensuring clarity, efficiency, and professionalism.
Document Preparation
• Refers to the process of creating, organizing, and managing various types of documents within an organization.
Meeting Coordination
• Refers to the comprehensive process of organizing and managing meetings to ensure they are productive and efficient.
Confidentiality Maintenance
• Involves safeguarding sensitive information to ensure it is protected from unauthorized access and disclosure. For the Executive Secretary of the Vanuatu National Provident Fund, this is a critical responsibility.
Office Management
• Refers to the administrative processes and activities involved in overseeing the efficient functioning of an office environment.
Stakeholder Engagement
• refers to the process of actively involving and communicating with individuals or groups who have an interest or stake in an organization's activities, decisions, or outcomes.
Project Support
• Involves providing administrative and logistical assistance to ensure the successful execution of specific projects within an organization.
Travel Coordination
• Involves organizing and managing all aspects of travel for employees or executives, ensuring that travel arrangements are efficient, cost-effective, and aligned with organizational policies.
Key Outcomes
Calendar Management:
• Effectively manage the General Manager's schedule by organizing appointments, meetings, and events to optimize time
• Ensure that priorities are addressed.
Meeting Coordination:
• Arrange logistics for meetings, including booking venues, sending invitations, and preparing necessary materials, such as agendas and reports. This also involves taking minutes during meetings and following up on action items.
Document Handling:
• Prepare, edit, and organize documents and reports to ensure they are accurate and readily accessible. This may include maintaining filing systems—both physical and digital—for easy retrieval of information.
Communication Management:
• First point of contact for the General Manager.
• Manage incoming and outgoing communications, such as emails, phone calls, and correspondence. This includes screening calls and prioritizing messages that require immediate attention.
Office Organization:
• Ensure that the executive office is well-organized and equipped with necessary supplies and equipment, facilitating a productive work environment.
Logistical Support:
• Arrange travel plans, accommodations, and itineraries for the General Manager and potentially for other staff
• Ensure smooth travel experiences.
Support for Projects:
• Assist in the administration of special projects, providing logistical and organizational support to help achieve project goals
Point of contact:
• Manage inquiries, direct messages, and ensure that important communications are prioritized and addressed promptly.
Professional Correspondence:
• Draft and edit emails, letters, and other forms of communication is crucial.
• Ensure that all written communications are clear, concise, and reflect the organization's tone and standards.
Information Handling:
• Deal with confidential documents and communications, including personnel files, financial reports, and strategic plans.
• Manage this information with care to prevent leaks or unauthorized sharing.
Salary:
How to Apply
Apply by:
Email
Post
Contact Person:
Human Resource Department
Contact Phone:
(+678) 23808
Email to send applications to:
Postal Address or location to apply in person:
Mr. Paul Kaun
General Manager
Vanuatu National Provident Fund
PO Box 420
Port Vila Vanuatu
Website:
https://www.vnpf.com.vu/careers.html
How to apply - more information:
For a full copy of the detailed job description for the position you are applying for, please contact Human Resource Department on 23808 or by email to: recruitment@vnpf.com.vu
For further information on the above job please contact the employer directly.
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