Senior Private Secretary to the Clerk 143 views

ONLY SEYCHELLOIS CANDIDATES CAN APPLY FOR THIS POSITION

PARLIAMENTARY SERVICE COMMISSION

THE NATIONAL ASSEMBLY SERVICE

Job Title: Senior Private Secretary to the Clerk

Department: Office of the Clerk

Reports to: Clerk

Job Description

1. Job Purpose

To provide high-level confidential secretarial, executive, administrative and coordination support to the Clerk of the National Assembly, ensuring the efficient management of the Clerk’s Office, the effective coordination of appointments and official engagements, and the timely handling of correspondence, documentation and administrative matters.

The Senior Private Secretary facilitates communication between the Clerk and Members of the National Assembly, parliamentary officers, government institutions and other stakeholders, while ensuring the proper management of sensitive information and the smooth coordination of the Clerk’s official responsibilities.

2. Key Duties and Responsibilities

2.1 Executive and Confidential Secretarial Support

• Provide comprehensive executive secretarial support to the Clerk of the National Assembly.
• Manage the Clerk’s diary, appointments, meetings, official engagements and travel arrangements.
• Receive, screen and prioritise incoming correspondence, telephone calls, emails and other communications addressed to the Clerk.
• Prepare, format and proofread letters, memoranda, reports, speeches, briefing notes and other official documents.
• Ensure that correspondence and submissions requiring the Clerk’s attention are brought forward promptly.
• Maintain an effective system for tracking instructions, decisions, deadlines and outstanding matters.
• Handle confidential and sensitive documents with the utmost discretion and in accordance with applicable security and records-management procedures.

2.2 Management of the Clerk’s Office

• Coordinate the day-to-day administrative operations of the Office of the Clerk.
• Ensure that files, records, correspondence and electronic documents are systematically maintained and readily retrievable.
• Monitor the receipt, registration, circulation and dispatch of official correspondence.
• Maintain registers of incoming and outgoing correspondence, appointments, meetings and official engagements, as appropriate.
• Ensure that administrative requests and submissions are referred to the relevant officers for action.
• Monitor outstanding assignments and follow up with responsible officers to ensure timely completion.
• Assist in maintaining effective administrative procedures and workflows within the Clerk’s Office.

2.3 Coordination of Meetings and Official Engagements

• Arrange meetings convened by or attended by the Clerk, including preparing invitations, agendas, briefing materials and relevant documentation.
• Coordinate logistical arrangements for meetings, conferences, official visits and other engagements.
• Prepare meeting files and ensure that the Clerk has the necessary documentation in advance.
• Record decisions, instructions and action points where required, and maintain follow-up records.
• Liaise with relevant parliamentary departments, ministries, government agencies and external stakeholders concerning the Clerk’s engagements.
• Coordinate arrangements for official visitors and delegations received by the Clerk.

2.4 Liaison and Communication

• Serve as a principal administrative contact between the Clerk’s Office and internal and external stakeholders.
• Facilitate communication between the Clerk and Directors, Heads of Department, parliamentary officers and other relevant personnel.
• Liaise with Members of the National Assembly and their offices on administrative matters falling within the responsibilities of the Clerk’s Office.
• Communicate instructions and administrative decisions to the appropriate officers, as authorised.
• Ensure that enquiries and requests directed to the Clerk’s Office are acknowledged, recorded and referred appropriately.
• Maintain professional working relationships while observing the Clerk’s authority and the established reporting structure of the National Assembly.

2.5 Support to Institutional Management and Administration

• Assist the Clerk in coordinating administrative matters relating to the overall management of the National Assembly.
• Compile information and prepare administrative summaries, reports and briefing materials as required.
• Assist in monitoring deadlines relating to management meetings, institutional submissions, reports and other administrative requirements.
• Coordinate the preparation and circulation of papers for management meetings chaired by or attended by the Clerk.
• Maintain records of management decisions and monitor the implementation of assigned administrative actions.
• Liaise with relevant departments on matters requiring the Clerk’s attention, including human resources, finance, procurement, facilities, information technology and general administration.
• Support the coordination of institutional projects and administrative initiatives as directed by the Clerk.

2.6 Parliamentary and Official Functions

• Assist in coordinating the Clerk’s participation in parliamentary sittings, official ceremonies, conferences and institutional events.
• Ensure that relevant programmes, schedules, briefing documents and correspondence are available before official engagements.
• Coordinate administrative arrangements for meetings involving the Speaker, Members of the National Assembly, parliamentary officials and external dignitaries, as directed.
• Assist with the preparation and coordination of official communications issued by the Clerk’s Office.
• Maintain records of official engagements and relevant follow-up actions.
• Provide administrative support during special sittings, state occasions and other parliamentary activities requiring the Clerk’s participation.

2.7 Records Management and Information Security

• Maintain an organised filing and retrieval system for official correspondence, reports, memoranda and other records of the Clerk’s Office.
• Ensure that confidential records are appropriately classified, stored, accessed and transmitted.
• Observe applicable data protection, information security and records-retention requirements.
• Ensure that sensitive documents are circulated only to authorised recipients.
• Maintain proper custody of documents and records entrusted to the Clerk’s Office.
• Assist in the orderly archiving and transfer of official records in accordance with established procedures.

2.8 Travel and Protocol Arrangements

• Coordinate official travel arrangements for the Clerk, including itineraries, accommodation, transport and supporting documentation.
• Liaise with relevant parliamentary officers and external institutions concerning official visits and engagements.
• Prepare travel files, programmes and briefing materials.
• Assist with protocol arrangements for visiting dignitaries and official delegations.
• Ensure that relevant travel documentation and administrative requirements are completed within prescribed deadlines.

2.9 General Administrative Responsibilities

• Monitor office supplies, equipment and other administrative requirements of the Clerk’s Office.
• Assist in the preparation of administrative reports, schedules and returns.
• Ensure the timely completion of routine administrative tasks and submissions.
• Identify administrative bottlenecks and recommend improvements to office procedures.
• Undertake other duties reasonably assigned by the Clerk of the National Assembly that are consistent with the level and purpose of the position.

3. Authority and Accountability

The Senior Private Secretary operates under the direct authority of the Clerk of the National Assembly and is accountable for the effective discharge of assigned duties.

The post holder is authorised to:

• Manage routine administrative matters within the Clerk’s Office;
• Coordinate appointments, meetings and official engagements;
• Request information and administrative updates from relevant officers on matters referred by the Clerk;
• Communicate instructions and decisions on behalf of the Clerk where expressly authorised; and
• Escalate urgent, sensitive or substantive matters requiring the Clerk’s personal attention.

The Senior Private Secretary shall not independently exercise the statutory, procedural or administrative powers vested in the Clerk, make substantive decisions on the Clerk’s behalf without authority, or issue instructions beyond the scope of delegated responsibilities.

4. Working Relationships

The post holder shall maintain effective working relationships with:

• Clerk of the National Assembly;
• Speaker and Office of the Speaker;
• Deputy Clerk and Clerk Assistants;
• Directors and Heads of Department;
• Members of the National Assembly and their respective offices;
• Senior Table Clerks and other Table Office personnel;
• Parliamentary Committee Secretariats;
• Human Resources, Finance, Procurement and Administration;
• Government ministries, departments and agencies;
• Regional and international parliamentary institutions; and
• Other stakeholders dealing with the Clerk’s Office.

Job Requirements

5. Qualifications and Experience

Minimum educational qualification

• A Diploma in Secretarial Studies, Office Administration, Business Administration, Public Administration, Management or another relevant discipline.

Professional experience

• A minimum of three to five years of relevant experience in executive secretarial, senior administrative or office management work.
• Demonstrated experience supporting a senior executive, head of institution or senior public officer.
• Experience in a parliamentary, governmental or public-sector environment would be an advantage.

Additional requirements

• Proficiency in standard office applications, electronic correspondence and document-management systems.
• Excellent written and spoken communication skills.
• Knowledge of public-sector administrative procedures and records management.
• Knowledge of parliamentary administration and institutional protocols would be an advantage.

6. Core Competencies

The post holder should demonstrate:

1. Confidentiality and discretion – ability to handle sensitive institutional and personal information appropriately.
2. Organization and prioritization – ability to manage competing demands and deadlines efficiently.
3. Communication – excellent written and verbal communication and interpersonal skills.
4. Accuracy and attention to detail – ability to prepare and manage official documents with a high degree of precision.
5. Initiative and judgement – ability to anticipate administrative needs and identify matters requiring escalation.
6. Professionalism and integrity – commitment to ethical conduct and the reputation of the National Assembly.
7. Coordination and follow-up – ability to monitor instructions, decisions and outstanding actions.
8. Political impartiality – ability to serve the institution professionally and impartially.
9. Adaptability and resilience – ability to work effectively under pressure and outside normal working hours when required.
10. Digital literacy – ability to use modern office technology and electronic records-management systems effectively.

7. Key Performance Indicators

Performance may be assessed against the following indicators:

• Timeliness and accuracy of correspondence and official documentation.
• Effective management of the Clerk’s diary and official engagements.
• Efficiency in managing the workflow of the Clerk’s Office.
• Timely follow-up on instructions, decisions and outstanding administrative matters.
• Accuracy, completeness and accessibility of official records.
• Quality of coordination with internal departments and external stakeholders.
• Compliance with confidentiality, information security and administrative procedures.
• Quality of logistical arrangements for meetings, visits and official engagements.
• Responsiveness to requests and administrative priorities.
• Contribution to improvements in the efficiency of the Clerk’s Office.

8. Working Conditions

The post is based in the Office of the Clerk of the National Assembly. The nature of the position may require flexibility to accommodate parliamentary sittings, official functions, urgent administrative matters and meetings outside normal working hours.

The post holder may be required to attend official events and undertake other duties within the scope of the position.

9. Code of Conduct and Professional Standards

The Senior Private Secretary shall:

• Uphold the integrity, independence, dignity and reputation of the National Assembly.
• Maintain strict confidentiality in respect of all official information obtained in the course of employment.
• Demonstrate impartiality, professionalism and respect in dealings with Members, parliamentary officers and external stakeholders.
• Comply with applicable legislation, institutional policies, administrative procedures and the National Assembly’s code of conduct.
• Avoid conflicts of interest and disclose any actual, potential or perceived conflict in accordance with applicable procedures.
• Use official resources responsibly and solely for authorised purposes.
• Maintain appropriate professional boundaries and observe the established institutional hierarchy.

10. General Provision

The post holder shall perform any other duties reasonably assigned by the Clerk of the National Assembly, provided that such duties are consistent with the purpose, responsibilities and level of the position.

How To Apply

Interested candidates should Sign-up or login to apply now or

Interested candidates are invited to submit their application, including a detailed Curriculum Vitae (CV) and relevant supporting documents to:

The People and Culture Division

National Assembly of Seychelles

National Assembly Building

P. O. Box 734

Ile du Port

Alternatively, applications may be submitted via email to [email protected]

Please note:

• All shortlisted candidates will be required to provide a valid Police Character Certificate as part of the recruitment process.
• Only candidates who meet the requirements for the position will be contacted for an interview.

Closing Date: 03^rd November 2026

Join us and be a part of the team driving change at the heart of our nation’s legislative process!

For more information about the National Assembly of Seychelles, please visit our website: www.nationalassembly.sc

Note:

In order to increase your chances of a successful selection, kindly ensure that your application is complete and that all relevant information such as your qualifications have been provided with your application.   Otherwise, the Employer reserves the right not to consider your application for selection.