Job Description - Project Secretary (PS 6)

Job Description

Project Secretary (PS 6)

The Project Secretary will be responsible for providing administrative and secretarial support for the project office and coordinating with relevant departments and stakeholders involved in the project.

Scope of Work:

Coordinate with relevant departments such as the Ministry of Health, Provincial Health Departments, Ministry of Finance, Consultants, and other project stakeholders.
Attend and scrutinize telephone calls directed to the Project Director.
Receive and dispatch all office communications via email, fax, and post, with the support of the Office Assistant.
Maintain an efficient system for receiving, filing, and dispatching communications, ensuring distribution to relevant recipients for action or information.
Maintain logs and chronological files of all written communications, as well as the general archive of the office.
Regularly check incoming and outgoing postal mail.
Maintain an updated address and phone list of project counterparts, staff, and all Implementing Agency staff working on the project.
Provide secretarial services as required by the Project Director, including writing correspondence, handling phone calls, preparing reports, and maintaining project-related documents.
Maintain minutes of meetings and arrange appointments for the Project Director and other senior staff.
Provide administrative support to the Project Coordination and Monitoring Unit (PCMU).
Follow up on logistical arrangements for staff missions and other travel arrangements, maintaining a mission log.
Arrange advances and settlements of advances for the Project Director.
Organize travel arrangements and hotel bookings for staff and visitors.
Perform any other duties and responsibilities assigned by the Project Director/Deputy Project Director.