Job Description

Secretary – based in Sheikh, Somaliland

Position Summary:

We are looking for an experienced school secretary to perform a variety of secretarial, clerical, and administrative duties in support of the operation of the school and also support the principal, staff, students, and parents.

Role: School Secretary 

Reporting to: Principal

Location: Sheikh, Somaliland

Contract Type: Fixed term (one year)

Key duties and Responsibilities:

Maintain a current school calendar of events and use of facilities.

Maintain efficient and well-organised electronic and paper data collection and filing systems,

including confidential student and personnel files.

Arrange appointments and maintain a schedule for the Principal or designee and assigned staff. Communicate to the supervisor or designee any unusual situations. Advise immediately of any

evidence of substance abuse, child abuse, child neglect, or severe medical conditions.

Work cooperatively with staff in other offices in the completion of large and time-sensitive

projects or emergencies.

Attend required staff meetings and serve as appropriately, on staff committees.

Continue to grow through collaboration with fellow staff members and participation in

appropriate staff development and workshop programs.

Register new students, secure appropriate student records, maintain confidential student

records, and transfer records for students moving to other schools.

Create forms, and compile and organise data and information necessary for the efficient

operation of the office.

Distribute mail and handle correspondence of the office, responding to routine requests for

information, word processing and proofreading letters and responses. Type, reproduce and distribute notices to staff, students and parents.

Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient

manner, and communicating effectively in routine, sensitive and confidential matters. Order and maintain office supplies.

Create and maintain a clean, attractive, orderly, safe and efficient office environment.

Display ethical and professional behaviour in working with everyone who communicates or is

associated with the office.

Serve as a role model for students and staff in demonstrating positive attitudes, appropriate

grooming, accepting responsibility and an effective work ethic.

Protect confidentiality of records and information about students and staff and use discretion

when sharing any such information within legal confines.

To undertake such other duties as may from time to time be assigned by the Principal within the context of Pharo School.

Skills and Qualifications

Minimum of a Grade 12 diploma from a recognized educational institution. Secretary certification is advantageous.

2 years of secretarial experience.

Knowledge of general secretarial procedures.

Proficiency in the use of basic computer applications such as MS Office, the internet, email and

other relevant software for the position. Good writing and reporting skills.

Must be able to communicate well in English and Somali. Experience in working with children and youth.

Behavioural Competencies

Ability to be creative and innovative in generating new ideas and putting them into practice. Ability to multi-task, work under pressure and meet deadlines.

Ability to work under pressure, with minimum supervision and meet deadlines High professional and ethical standards.

Structured and process-oriented.

A self-starter with initiative and the ability to work alone when necessary. Excellent written and verbal communication skills.

Flexible and willing to work for long hours.

How to apply

This position is open to both female and male nationals from Somaliland.

The application deadline is July 11, 2022.

Review of applications will begin as soon as they are received, and only complete applications will be considered. In the event that an outstanding applicant is identified early in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested candidates to apply at the earliest possible time.

Due to the high volume of applications, we regret that we will only be able to contact short-listed candidates.

How to Apply:

Please  send  the  information  below,  as  a  single  PDF  file,  to  the  following  email  address:

Recruiting.SL@pharofoundation.org. Please indicate Application for School Secretary in the subject line.

Requirements:

1. A detailed CV and Cover letter.

2. An essay of no more than 1,000 words detailing the experience you have gained that makes you the most qualified candidate for the role.

3. A one-page list of five (5) references with current addresses, phone numbers and email contacts.

4. Copies of your qualifications.

5. State on your application where you saw the advert for this position.