Specialist Job

Role Purpose

Key Accountabilities & Activities

Key Activities

• Daily Operations
• Manage daily administrative and clerical tasks to support department operations.
• Organize and maintain calendars, appointments, and schedules.
• Prepare, format, and review letters, memos, reports, presentations, and other documents.
• Maintain filing systems and ensure documents are properly stored, updated, and easily accessible.
• Receive visitors, answer phone calls, and handle general inquiries professionally.
• Arrange meetings, prepare meeting rooms, and provide required administrative support.
• Record and distribute meeting minutes when required.

• Coordination & Communication

• Coordinate communication between the manager, employees, internal departments, and external parties.
• Receive, screen, and redirect emails, calls, and official correspondence as needed.
• Follow up on assigned tasks, pending documents, and required approvals.
• Support travel arrangements, hotel bookings, transportation, and related logistics when required.
• Ensure timely communication and proper documentation of requests and responses.

• Policies, Processes & Procedures

• Follow approved administrative policies, processes, and procedures.
• Ensure all documents and correspondence comply with internal standards and approval requirements.
• Support the implementation of office procedures to improve efficiency and organization.
• Maintain confidentiality of sensitive information and official documents.
• Identify administrative issues and escalate them to the direct manager when needed.
• Information Security
• Maintain the confidentiality, integrity, and availability of documents and information.
• Handle sensitive and confidential information in accordance with company policies.
• Ensure proper access control for files, records, and official correspondence.
• Avoid unauthorized sharing, copying, or disclosure of company information.
• Report any suspected information security incidents or breaches to the relevant department.

Academic And Professional Qualifications

Years And Nature Of Experience

• 2 to 4 years of experience in secretarial, administrative, or office support roles.