Administrative Duties:
Assisting the Director and higher authorities in managing day-to-day
operations of the office.
Overseeing and coordinating the work of various departments and
teams within SERRA.
Ensuring compliance with government policies, rules, and regulations.
Policy Implementation:
Assisting in the development and implementation of policies and
strategies related to state reconstruction and rehabilitation.
Monitoring and evaluating the effectiveness of policies and
suggesting improvements as needed.
Project Management:
Managing and overseeing specific projects or programs related to
reconstruction and rehabilitation efforts within the state.
Developing project plans, timelines, and budgets.
Monitoring project progress and ensuring timely completion.
Procurement Responsibilities:
Managing the procurement process for goods and services required by
SERRA.
Ensuring compliance with procurement regulations and guidelines.
Evaluating and selecting vendors and suppliers.
Negotiating contracts and agreements.
Accounts and Finance:
Managing the financial resources of the organization.
Budget preparation and financial forecasting.
Overseeing financial transactions and ensuring accuracy and
compliance with accounting standards.
Transportation Management:
Overseeing the transportation needs of the organization, including
vehicle maintenance and allocation.
Ensuring efficient and cost-effective use of transportation resources.
Managing transportation schedules and logistics.
Team Leadership:
Supervising and providing guidance to subordinate staff members.
Promoting teamwork and a positive work environment.
Conducting performance evaluations and addressing personnel issues.
Report Generation and Documentation:
Preparing reports, memos, and other documentation for internal and
external stakeholders.
Maintaining accurate records and databases.
Stakeholder Engagement:
Collaborating with various government agencies, NGOs, and other
stakeholders involved in reconstruction and rehabilitation efforts.
Building and maintaining relationships with external partners.
Compliance and Auditing:
Ensuring compliance with audit requirements and cooperating with
internal and external auditors.
Emergency Response:
Being prepared to respond to emergencies or crises that may arise in
the context of reconstruction and rehabilitation efforts.
Policy Advocacy and Public Relations:
Advocating for policies and initiatives that support the goals of SERRA.
Engaging with the public and media to communicate SERRA's
objectives and achievements.

General Office Management:
Supervise and manage the daily operations of the office.
Ensure smooth functioning of office equipment and systems.
Maintain an organized and efficient filing system for documents and
records.
Oversee office supplies and inventory management.
Administrative Support:
Provide administrative support to senior management and staff.
Schedule meetings, appointments, and coordinate calendars.
Prepare and distribute internal and external correspondence.
Maintain contact lists and databases.
Procurement:
Oversee the procurement process for goods and services.
Ensure compliance with government procurement regulations and
policies.
Collaborate with procurement officers and vendors to obtain
competitive pricing and quality products.
Accounts:
Manage financial records and transactions for the office.
Prepare and review budgets, financial reports, and expense claims.
Liaise with the finance department to ensure accurate financial
documentation and compliance with financial regulations.Transportation:
Supervise transportation logistics and manage vehicle fleets.
Ensure the maintenance and safety of government vehicles.
Coordinate transportation requests and scheduling.
Personnel Management:
Assist in the recruitment and onboarding of office staff.
Maintain staff records and assist with HR-related tasks.
Coordinate staff training and development programs.
Record-Keeping and Reporting:
Maintain and update records related to procurement, accounts, and
transportation.
Prepare regular reports on office activities, expenditures, and
performance.
Policy Compliance:
Ensure compliance with government regulations, policies, and
procedures in all office activities, especially in procurement, finance,
and transportation.
Communication and Liaison:
Act as a liaison between the office and other government departments
or external stakeholders.
Facilitate communication and collaboration as needed.
Security and Safety:
Implement security and safety protocols in the office.
Ensure the safety of office premises, assets, and personnel.
Problem-Solving:
Identify and resolve issues and challenges related to office operations,
procurement, accounts, and transportation.
Budget Management:
Monitor and manage the office's budget and expenditures in
coordination with finance personnel.
Compliance and Audit:
Prepare for and participate in audits related to procurement, accounts,
and office operations.

Administrative Support:
Manage the Secretary's schedule, appointments, and meetings.
Coordinate and prioritize incoming communications, including emails,
phone calls, and letters.
Draft and prepare official correspondence, reports, and documents on
behalf of the Secretary.
Maintain an organized filing system for important documents and
records.
Information Management:
Keep the Secretary informed about relevant developments, issues, and
updates in their field.
Conduct research and gather information on specific topics as requested.
Prepare briefings and background materials for meetings and events.
Communication and Liaison:
Act as a liaison between the Secretary and other government officials,
staff, and external stakeholders.
Communicate on behalf of the Secretary when necessary, and ensure
timely responses to inquiries.
Handle requests for meetings, speaking engagements, and interviews
on behalf of the Secretary.
Logistical Support:
Make travel arrangements and accommodations for the Secretary's
official trips.
Organize and coordinate events, conferences, and workshops as
needed.
Manage logistical aspects of the office, including supplies and
equipment.
Policy and Project Support:
Assist in the development and implementation of policies, projects,
and initiatives.
Coordinate the flow of information and documents related to ongoing
projects and programs.
Help track progress on key initiatives and ensure deadlines are met.
Confidentiality and Discretion:
Maintain a high level of confidentiality and handle sensitive
information with discretion and professionalism.
Ensure that official records and documents are handled in accordance
with relevant laws and regulations.
Meeting Preparation:
Prepare agendas, background materials, and briefing notes for
meetings attended by the Secretary.
Follow up on action items and decisions made during meetings.
Stakeholder Engagement:
Assist in building and maintaining relationships with stakeholders,
including government agencies, NGOs, and community groups.
Help coordinate public engagement and outreach efforts.
Problem-Solving and Decision Support:
Assist the Secretary in analyzing complex issues and making informed
decisions.
Provide recommendations and options based on research and analysis.
Record-Keeping and Reporting:
Maintain accurate records of official activities, decisions, and
communications.
Record minutes of meetings, and dissemination to concerned quarters.
Prepare regular and ad hoc reports as required.

General Responsibilities:
Administrative Support: Assist in day-to-day administrative tasks, including filing, record-keeping, data entry, and maintaining office
supplies.
Correspondence: Prepare and manage correspondence, reports, and
documents. This may include drafting letters, memos, and other
communications.
Scheduling: Coordinate appointments, meetings, and travel
arrangements for department staff or executives.
Information Management: Maintain and organize electronic and
physical files, ensuring easy retrieval and confidentiality.
Front Desk Duties: Greet visitors, answer phone calls, and direct
inquiries to the appropriate staff members.
Document Preparation: Assist in the preparation of presentations,
reports, and other materials as required.
Data Entry: Input and manage data, often using office software and
databases.
Coordination: Collaborate with other departments and agencies on
various projects and tasks.
Human Resources (HR) Assistant Responsibilities:
Recruitment and Onboarding: Assist in the recruitment process,
including posting job vacancies, reviewing applications, and facilitating
interviews. Help with the onboarding process for new employees.
Employee Records: Maintain personnel records, including attendance,
leave, and performance evaluations, ensuring compliance with HR
policies and regulations.
Benefits Administration: Assist in administering employee benefits
programs, such as health insurance, retirement plans, and leave
policies.
Training and Development: Coordinate training sessions and
workshops for staff, and track employee training records.
Compliance: Ensure that HR processes and practices adhere to
relevant labor laws and regulations.
Procurement Assistant Responsibilities:
Purchase Requisitions: Assist in the preparation of purchase
requisitions and requests for quotations or proposals.
Vendor Communication: Communicate with vendors and suppliers to
obtain price quotes, negotiate terms, and track order status.
Procurement Documentation: Maintain procurement records,
including contracts, purchase orders, and invoices.
Budget Tracking: Assist in monitoring and tracking expenditures to
ensure compliance with budgetary constraints.
Inventory Management: Help manage and update inventory records
for office supplies and equipment.
Compliance: Ensure that procurement processes adhere to
government procurement policies and regulations.
Bid Evaluation: Participate in the evaluation of bids or proposals
submitted by vendors.
Reporting: Prepare procurement-related reports as required by the organization or government authorities.