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

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    3 years

Understanding of cooperative principles, governance, and development is mandatory