PRIVATE SECRETARY TO HIS EXCELLENCY THE GOVERNOR GENERAL

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    "description": "<p>JOB TITLE:        Private Secretary to the Governor General</p>\n<p><br>JOB GRADE      GMG/SEG 2</p>\n<p><br></p>\n<p>REPORTS TO:   Senior Executive Assistant to the Governor General</p>\n<p><br></p>\n<p>RELATES TO:    Aide-de-Camp to the Governor-General, Special Advisor to the Governor-General, Senior Executives, Private Secretary to Her Excellency, Executive Secretary</p>\n<p><br>MANAGES:        Not applicable</p>\n<p><br>DEPARTMENT:  Private Establishment</p>\n<p><br>UNIT:                 The Executive Office</p>\n<p><br></p>\n<p>1.<span style=\"font-weight: bold\"> JOB SUMMARY  </span>                                                                                                                        Under the supervision of the Senior Executive Coordinator to the Governor-General, the Private Secretary provides wide-ranging administrative, executive support, and personal services to the Governor-General and the Executive Office. The incumbent provides critical support for the execution of the constitutional, legislative, ceremonial, social, and personal affairs of the Governor-General. The post supports a broad range of official engagements, including Swearing-in Ceremonies, Royal and State Visits, Diplomatic Luncheons and Dinners, International Engagements, In-Audiences, Meetings, Courtesy Calls, and Tours. The incumbent also works closely with His Excellency in the management of personal affairs, including financial, medical, ICT-related, and other personal administrative matters. The Private Secretary is required to exercise a high degree of confidentiality, tact, discretion, sound judgement, responsiveness, and professionalism in managing sensitive information, coordinating official and personal matters, and facilitating communication and documentation on behalf of the Governor-General. The incumbent seeks to achieve the job purpose by embracing, demonstrating, and contributing to the Vision of the Office of the Governor-General and Staff: “A culture of excellence through people, performance and partnerships.”</p>\n<p><br></p>\n<p>2. <span style=\"font-weight: bold\">KEY OUTPUTS</span></p>\n<p><br>1. Research conducted and analysed<br>2. Correspondence managed and dispatched<br>3. Schedules and appointments coordinated<br>4. Briefing materials prepared<br>5. Travel arrangements for the Governor-General organised<br>6. Personal transactions for the Governor-General conducted<br>7. Official and personal engagements facilitated<br>8. Meeting notes and minutes prepared</p>\n<p>9. Red Box documentation and related processes managed</p>\n<p>10.Reports prepared</p>\n<p>11. Individual Work Plan developed and maintained<br>12. Confidential filing and records maintained<br>13. Mail logs and correspondence tracking systems maintained</p>\n<p><br></p>\n<p>3. <span style=\"font-weight: bold\">KEY RESPONSIBILITY AREAS</span></p>\n<p><br><span style=\"font-weight: bold\">Technical/Professional Responsibilities</span></p>\n<p><br>1. Prepares briefing notes for courtesy calls, meetings, and other official engagements, to<br>include profiles of individuals or organisations, relevant news items, background<br>information, and other supporting material.<br>2. Monitors the Governor-General’s weekly, monthly, and annual diaries in order to<br>remain abreast of engagements and to ensure preparedness, timely responses, and<br>effective coordination.<br>3. Schedules appointments for the Governor-General as directed and ensures that all<br>relevant parties are informed in a timely manner.<br>4. Provides support to the Senior Executive Assistant for the Governor-General’s overseas<br>travel, including booking travel, coordinating itineraries with relevant parties,<br>preparing documentation to enable the processing of per diem and related entitlements,<br>liaising with local or overseas Ministries, Departments, Agencies, and other authorities,<br>ensuring that protocol arrangements are in place at all points of interaction, and<br>securing appropriate accommodation and related logistics.<br>5. Liaises with the relevant authorities to ensure that all passport, visa, and other travel<br>requirements are prepared, processed, and submitted in a timely manner.<br>6. Carries out personal business on behalf of the Governor-General, including banking,<br>payment of bills, medical-related administration, ICT-related support, renewal of<br>identification documents, and other personal administrative matters as directed.<br>7. Monitors the receipt of speeches, remarks, event briefs, and related submissions in<br>keeping with established timelines; liaises with the Press Secretary, the Aide-de-Camp,<br>and other relevant officers to secure the information required for the Governor-<br>General’s speaking engagements in advance.<br>8. Drafts and prepares responses to correspondence and ensures timely dispatch in<br>accordance with instructions and established standards.</p>\n<p>9. Maintains efficient and confidential filing systems, both electronic and manual, in<br>keeping with the Standard Operating Procedures of the Executive Office.<br>10. Ensures that the internal mail logging system is maintained through the accurate<br>recording of incoming, outgoing, and returned correspondence and related documents.<br>11. Coordinates with the King’s House Messenger/Driver and assigned police personnel for<br>the delivery, collection, and movement of mail, documents, and other items as required.<br>12. Conducts research for the Governor-General as required and compiles findings in an<br>appropriate and useful format.<br>13. Attends meetings as required; takes notes; transcribes where necessary; and prepares<br>minutes, notes of meeting, decisions, and recommendations accurately and within<br>established timelines.<br>14. Prepares, sends, scans, copies, files, retrieves, and manages documents and<br>correspondence on behalf of the Governor-General as required.<br>15. Screens and manages telephone calls, enquiries, and visitors, and facilitates access or<br>response in keeping with protocol, discretion, and instructions.<br>16. Manages the movement, processing, and logistics relating to incoming and outgoing<br>documentation associated with the Red Box, ensuring confidentiality, accuracy, and<br>timeliness.<br>17. Assists with protocol-related arrangements, invitation processes, and RSVP<br>coordination for official, social, and community engagements as required.<br>18. Ensures stakeholder coordination by liaising with relevant Ministries, Departments,<br>Agencies, organisations, external visitors, members of the diplomatic corps, senior<br>officials, and other stakeholders as necessary.<br>19. Provides escort duties for visitors to the Governor-General in the absence of the Aide-<br>de-Camp.</p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Management/Administrative Responsibilities</span></p>\n<p>1. Develops and maintains Individual Work Plans aligned to the operational priorities of<br>the Office of the Governor-General.<br>2. Prepares periodic reports for the Governor-General and other relevant stakeholders as<br>required.<br>3. Maintains appropriate customer service principles, standards, and responsiveness in<br>the execution of duties.                                                                                                              4.Supports the efficient administration of the Executive Office by ensuring that assigned<br>systems, processes, records, and follow-up actions are effectively maintained.</p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Human Resources Responsibilities</span><br>N/A</p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Other Responsibilities</span></p>\n<p><br></p>\n<p>1. Assists with ushering guests at events as required.<br>2. Provides support for the preparation of invitations for King’s House events and<br>monitors the RSVP process.<br>3. Provides support for official, ceremonial, social, and community events before and<br>during execution as required.<br>4. Provides support as required in the absence of other officers, where so directed.<br>5. Performs any other related duties and functions that may be assigned from time to time.</p>\n<p>4. PERFORMANCE STANDARDS<br>1. Research is accurate, relevant, evidence-based where applicable, and presented<br>in a clear and useful format within required timelines.<br>2. Correspondence is drafted, processed, tracked, and dispatched in accordance<br>with agreed standards and timelines.<br>3. Schedules and appointments are effectively coordinated, updated as necessary,<br>and communicated to relevant parties in a timely manner.<br>4. Briefing materials are accurate, comprehensive, and prepared in the required<br>format and within established timelines.<br>5. Travel arrangements are efficiently organised and all relevant protocol, visa,<br>passport, and administrative requirements are satisfied.<br>6. Personal transactions for the Governor-General are conducted accurately,<br>discreetly, and with timely updates provided.<br>7. Meeting notes and minutes are prepared accurately and circulated within<br>established timelines.<br>8. Red Box responsibilities are managed with a high level of confidentiality,<br>accuracy, and timeliness.<br>9. Official and personal engagements are facilitated in keeping with established<br>guidelines, protocol requirements, and instructions.<br>10. Reports are prepared accurately and submitted in the required format and<br>within established timelines.<br>11. Confidential records, mail logs, correspondence logs, and filing systems are<br>maintained in a secure, accurate, and readily retrievable manner.</p>\n<p>12. Professionalism, integrity, loyalty, discretion, and confidentiality are consistently<br>demonstrated in the execution of duties and in personal conduct.<br>13. Appropriate customer service standards are maintained in all interactions with<br>internal and external stakeholders.<br><br></p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">INTERNAL AND EXTERNAL CONTACTS</span></p>\n<p>Internal Contacts (required for the achievement of the position objectives)<br></p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Contact (Title) and  Purpose of Communication</span></p>\n<p><br></p>\n<p>1<span style=\"font-weight: bold\">.Governor General</span></p>\n<p><br></p>\n<p><span style=\"font-size: 12pt\">Receive strategic guidance and professional support</span></p>\n<p>Provide timely, expert advice, Render executive and<br>personal support</p>\n<p><br></p>\n<p>2.<span style=\"font-weight: bold\">Aide-de-Camp to the Governor-General</span></p>\n<p><br></p>\n<p>Coordinate day-to-day matters relating to the Governor-<br>General’s engagements, visitor access, protocol<br>arrangements, and readiness of briefing and support<br>materials.</p>\n<p><br></p>\n<p>3.<span style=\"font-weight: bold\">Special Advisor to the Governor-General</span></p>\n<p><br></p>\n<p>Exchange information and coordinate correspondence,<br>briefing materials, meetings, and administrative follow-up<br>on matters for the Governor-General’s consideration.</p>\n<p><br></p>\n<p>4.<span style=\"font-weight: bold\">Senior Executive Assistant to the Governor-General</span></p>\n<p><br><br></p>\n<p>Receive instructions, provide updates, and coordinate workflow</p>\n<p><br></p>\n<p>5.<span style=\"font-weight: bold\">Senior Executives</span></p>\n<p><br></p>\n<p>Provide support, build strong relationships to facilitate all<br>functional matters and the exchange of information</p>\n<p><br>6.<span style=\"font-weight: bold\">Private Secretary to Her Excellency</span></p>\n<p><br></p>\n<p>Coordinate schedules, engagements, and related support<br>matters affecting Their Excellencies and facilitate the<br>effective exchange of information.</p>\n<p><br></p>\n<p>7.<span style=\"font-weight: bold\">Executive Secretary</span></p>\n<p><br><br></p>\n<p>Coordinate correspondence, records, documentation, and<br>administrative processes in support of the efficient<br>operation of the Executive Office.</p>\n<p><br><span style=\"font-weight: bold\">External Contacts (required for the achievement of the position objectives)</span></p>\n<p><br><span style=\"font-weight: bold\">Contact (Title) and  Purpose of Communication</span></p>\n<p><br>1.<span style=\"font-weight: bold\">Ministries/Departments/Agencies, including the Office of the Prime Minister, the Ministry of Foreign Affairs and Foreign Trade.</span></p>\n<p><br></p>\n<p>Exchange information and coordinate official matters</p>\n<p><br></p>\n<p>2.<span style=\"font-weight: bold\">Contractors, suppliers and providers of services </span></p>\n<p><br></p>\n<p>Exchange information and follow up on service-related<br>matters</p>\n<p><br></p>\n<p>3.<span style=\"font-weight: bold\">Other Stakeholders, example: Banks, Doctors, NGOs </span>etc.</p>\n<p><br></p>\n<p>Conduct or facilitate official and personal transactions and secure information</p>\n<p><br></p>\n<p>4.<span style=\"font-weight: bold\">International Organisations</span></p>\n<p><br>Members of the Diplomatic core and Senior Officials</p>\n<p>Exchange information and coordinate official engagements</p>\n<p><br>6. <span style=\"font-weight: bold\">AUTHORITY</span></p>\n<p><br>Access confidential and sensitive information relevant to the post<br>Accord priority status to incoming correspondence and matters requiring urgent action<br>Coordinate directly with internal and external stakeholders on matters within the remit of<br>the post<br>Manage the movement and prioritisation of documentation, briefing materials,<br>correspondence, and Red Box-related materials assigned to the Office of the Governor-<br>General</p>\n<p><br></p>\n<p>7. <span style=\"font-weight: bold\">REQUIRED COMPETENCIES</span></p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Core</span><br>Confidentiality in the execution of duties<br>Excellent oral communication<br>Excellent written communication<br>Good customer and quality focus<br>Good teamwork and cooperation<br>Impeccable integrity<br>Loyalty and discretion<br>Ability to organise, prioritise, multitask, and meet deadlines</p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Technical</span><br>Proficiency in Microsoft Office Suite and other relevant applications<br>Excellent keyboarding and document management skills<br>Knowledge of office management and administrative procedures and practices<br>Ability to compose correspondence, briefing notes, minutes, and reports<br>High level of initiative and self-motivation<br>Strong interpersonal and negotiation skills<br>Sound judgement and attention to detail<br>Working knowledge of protocol requirements relevant to the Office</p>\n<p><br></p>\n<p>8. <span style=\"font-weight: bold\">MINIMUM REQUIRED EDUCATION AND EXPERIENCE</span></p>\n<p><br></p>\n<p>Bachelor’s degree in Office Administration, Management Studies, Public/Business<br>Administration, or related social sciences;<br>Five (5) years’ experience in an Office Management environment.<br>AND<br>Certified Administrative Professional – CAP OR Certified Professional Secretary – CPS;</p>\n<p><br></p>\n<p>9. <span style=\"font-weight: bold\">SPECIAL CONDITIONS ASSOCIATED WITH THE JOB</span></p>\n<p><br>Work is performed in an office environment outfitted with standard office equipment and<br>relevant software applications.<br>The environment is fast-paced and requires ongoing interaction with critical stakeholders<br>and the ability to meet tight deadlines, often under pressure.<br>The incumbent may be required to travel locally in the execution of duties.<br>Flexibility in scheduling is required, including occasional long hours and work on weekends<br>and public holidays.<br>The incumbent may be required to conduct personal administrative business on behalf of<br>the Governor-General outside of the Office.</p>",
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