Secretary, Incident Manager

Required Qualifications and Experience

• Bachelor’s degree in Business Administration, Public Health, Secretarial Studies, Office Management, or related field.
  
• Minimum of 2–4 years in a secretarial or executive assistant role, preferably within the NGO or development sector.
  
• Experience working in cross-functional teams, preferably in international or multi-country settings.
  
• Familiarity with public health or emergency response contexts is desirable.
  
• Proficiency in MS Office Suite, Google Workspace, and administrative tools.
  

• Manage the Incident Manager’s calendar, ensuring priority engagements are scheduled and documented accurately.
  
• Provide comprehensive administrative and secretarial support, including correspondence drafting and records management.
  
• Take accurate minutes during meetings and ensure timely follow-up on action items.
  
• Serve as a communication link between the Incident Manager and internal or external stakeholders.
  
• Support operational readiness through organized documentation, logistics coordination, and consistent follow-through.
  
• Liaise with internal staff, government officials, and external partners on behalf of the Incident Manager.
  
• Coordinate with technical teams, donors, and government representatives to facilitate meetings and strategic communication.
  
• Organize workshops, briefings, and press engagements, ensuring logistical and administrative support.
  
• Act as the primary point of contact for all communication directed to or from the Incident Manager’s office.
  
• Prepare meeting agendas, take minutes, and circulate action points to relevant stakeholders.
  
• Draft and proofread official correspondence, reports, and presentations to ensure clarity and professionalism.
  
• Track deadlines for deliverables and provide logistical and travel support while maintaining an organized filing system.