PURPOSE:

The Executive Assistant to the Director – Cooperatives shall provide high-level administrative, secretarial, and executive support to the Director while facilitating effective communication and coordination across the cooperatives sector. This position is designed for a highly organized and professional individual who excels in managing complex schedules, handling sensitive information with discretion, and serving as the primary liaison between the Director and various stakeholders including cooperative societies, government agencies, development partners, and the public.

 PRIMARY RESPONSIBILITIES:

• Executive Support:
  • Provide comprehensive administrative support to the Director – Cooperatives, including managing daily schedules, appointments, and calendar coordination
  • Prepare and compile briefing materials, reports, and presentations for meetings, conferences, and official engagements.
  • Draft, proof-read, and distribute correspondence, official letters, circulars, and communications on behalf of the Director
  • Coordinate travel arrangements, accommodation and itineraries for official trips and field visits
  • Maintain and update the Director’s contact database and stakeholder information.
• Meeting and Event Management:
  • Organize and coordinate high-level meetings including board meetings, stakeholder consultations, and inter-agency forums
  • Prepare and circulate meeting agendas, supporting documents, and venue arrangements
  • Record accurate meeting minutes and follow up on action items and decisions
  • Coordinate special events, workshops, and conferences related to cooperative development
  • Manage meeting logistics including equipment, refreshments, and participant coordination.
• Communication and Liaison:
  • Serve as the primary point of contact between the Director and internal/external stakeholders
  • Screen and prioritize incoming communications, calls, and requests for appointments
  • Facilitate communication between the Director and cooperative societies, government agencies, and development partners
  • Handle routine inquiries and redirect complex matters to appropriate personnel
  • Maintain professional relationships with key stakeholders and partners.
• Information and Records Management:
  • Establish and maintain efficient filing systems for both electronic and physical documents
  • Ensure proper documentation and archiving of official correspondence and records
  • Manage confidential files and sensitive information with appropriate security measures
  • Coordinate information requests and compile statistical reports as required.
• Project and Program Support:
  • Prepare progress reports and status updates on ongoing initiatives.
  • Support the organization of training programs and capacity-building activities.
  • Facilitate coordination between different units within the department
• Financial and Administrative Coordination:
  • Assist the Director in budget preparation and financial planning processes
  • Coordinate procurement activities and vendor management
  • Monitor departmental expenditures and maintain financial records
  • Support audit processes and compliance activities
  • Assist the Director in coordinating human resource matters including leave management and staff.
• Stakeholder Relations:
  • Represent the Director at designated meetings and functions when required
  • Build and maintain relationships with cooperative societies and their leaders
  • Coordinate with international organizations and development partners
  • Support public relations activities and media coordination
• Track action items and matters arising with heads of segments and branch coordinators from various meetings and engagements
• Any other related duties as assigned by the Director from time to time.

Key Skills, Knowledge, Experience and Behavioural Competencies
Academic and Professional Requirements
Particulars    Detail    Specific Field or Qualification 

• Education    Bachelor’s Degree    Bachelor’s degree in Business Administration, Public Administration, Social Sciences, or related field
•      Professional Qualification    Certificate in Secretarial Studies, Office Management or Project Management is an added advantage.

Experience Required:

 Description    Required years of experience

• Relevant experience in executive support, administration, or cooperative sector, MS Word, Excel, PowerPoint, Publisher    4 years
• Understanding of cooperative principles, governance, and development is mandatory