Secretary HR

Objective of Department The Administration and Finance Department AFD is responsible for all financial matters and financial control functions of the Secretariat ensuring the organisations financial integrity as stipulated in the GECF Financial Regulations It also has the responsibility to develop and apply effective human resources management policies to enable the Secretariat to carry out its functions effectively with competent and motivated staff Additionally the AFD is responsible for providing services related to the GECF headquarters such as procurement office supplies travel arrangements and logistics for the optimum functioning of the Secretariat Objective of Post Under the supervision of the Administration and Finance Department Head the Secretary will perform routine secretarial and administrative tasks such as taking minutes of meetings drafting letters consolidating documents keeping archives for employee files updating attendance and processing leave requests Main duties responsibilities 1 Provides secretarial services to the Administration and Finance Department Head 2 Consolidates merges or divides departmental documents upon the request of the AFD Head Consolidates prints and files documents for the preparation of the various meetings 3 Works closely with the Human Resources unit of the Administration and Finance Department Drafts salary and employment certificates bank letters etc 4 Maintains attendance and inserts daily updates Follows up with staff on their attendance to ensure their wellbeing 5 Process all types of leave requests update the records and submit them for AFD Head approval 6 Maintains employee files and archives respective departmental documents 7 Draft internal Memos for Service Agreement extensions Follows up on Service Agreement extensions and coordinates the process in line with provisions of the Staff Regulations 8 Processes the Business Trip applications and procures tickets as required 9 Prepares initial template of a monthly payroll sheet and inserts information related to leave entitlement education grant etc 10 In coordination with the HR Assistant prepares the overtime calculation for approval of the AFD Head Updates leave balance after the process completion 11 Follows all applicable policies and procedures and immediately reports any inconsistencies to the Administration and Finance Department Head 12 Observes the confidentiality of the departmental documents 13 In collaboration with Facilities and Logistics Staff assists with the coordination of events Communicates the needs and requirements of the department 14 Carries out any other tasks assigned to him her by the Administration and Finance Department Head pertaining to his her background qualifications and position