Main mission
To provide administrative, organizational and operational support to the Director General in order to facilitate the daily management of his activities, ensure effective communication and ensure the confidentiality of the institution’s strategic information.
Main responsibilities
1. Managing the calendar and appointments
- Organize and update the CEO’s agenda.
- Plan meetings, hearings and travel.
- Ensure follow-up on deadlines and reminders of important appointments.
2. Administrative Management
- Drafting, formatting and filing letters, memos, minutes and reports.
- To ensure the processing of incoming and outgoing mail.
- Manage the physical and digital archives of the Director General’s office.
- Prepare the necessary documents for meetings and decision-making.
3. Reception and communication
- Welcoming visitors and partners of the Director General.
- Receive, filter and direct telephone calls.
- To liaise between the General Manager and the various microfinance departments as well as with external partners.
4. Organizing meetings
- Prepare the meeting invitations and materials.
- Drafting minutes and reports.
- To monitor the implementation of decisions taken.
5. Travel Management
- Organize the tasks of the General Manager.
- Make the necessary reservations (transport, accommodation, meeting rooms).
- Prepare the administrative documents related to travel.
6. Confidentiality
- To guarantee the confidentiality of information, documents and decisions of the General Management.
- Ensure the security of sensitive files.
7. Administrative follow-up
- Follow up on correspondence requiring a response.
- Keep administrative dashboards up to date.
- Perform any other task assigned by the Director General within the scope of his/her duties.
Technical skills
- Excellent command of office software (Word, Excel, PowerPoint, Outlook).
- Good writing skills.
- Excellent administrative organization.
- Proficiency in filing and archiving techniques.
- Good written and oral communication skills in French; knowledge of English is an asset.
Personal qualities
- Great discretion and a strong sense of confidentiality.
- Rigour and a sense of organisation.
- Excellent presentation.
- Courtesy and a sense of service.
- Ability to manage priorities and stress.
- Initiative and autonomy.
- Good interpersonal skills and ability to work in a team.
Desired profile
Training
- Bac +2 to Bac +3 in Executive Secretarial Studies, Executive Assistant, Administration, Management or equivalent field.
Experience
- Minimum of 2 years of experience in a similar position, ideally within a financial institution or microfinance institution.
Application procedures
Send your CV and cover letter to the following address: rh@afric.ca
Subject: Application – Secretary
