Administrative Secretary  233 views

Permanent Appointment

Job location: SOS Lower & Upper Basic School (LUBS)

About SOS Children’s Villages in The Gambia

SOS Children’s Villages in The Gambia supports children and young people who have lost, or are at risk of losing, parental care and works with families and communities to help children grow with care, protection and strong relationships. Our work is guided by four core values: Courage, Commitment, Trust and Accountability.

About the opportunity

We are recruiting an Administrative Secretary for a permanent, full-time position based at our Lower and Upper Basic School (LUBS) in Bakoteh. You will provide comprehensive secretarial and administrative support to the School Principal and teaching staff, ensuring the efficient day-to-day operation of the school office. You will play a key role in maintaining accurate records, managing correspondence, coordinating meetings, and supporting the smooth delivery of school programmes.

Reporting to the School Principal, you will work closely with teachers, support staff, and other school administrators to maintain an organised, professional, and welcoming school environment.

Role

• Provide daily administrative and secretarial support to the School Principal and teaching staff.
• Draft, type, and manage all school correspondence, memos, and reports with accuracy and professionalism.
• Supervise auxiliary staff assigned to the school, including cleaners, security personnel, and drivers.
• Welcome visitors, answer telephone calls, and relay messages promptly and courteously.
• Ensure monthly reports from section heads are submitted on time; collect, type, compile, and prepare draft reports for review and signature before submission to the Principal.
• Manage and monitor the use of office equipment, including telephones, printers, copiers, and computers, ensuring they are used appropriately and maintained properly.
• Schedule appointments and coordinate meetings for the School Principal.
• Prepare and process staff leave forms, ensuring copies are distributed appropriately and filed in personnel records.
• Maintain strict confidentiality and control access to all staff and student files; no information shall be shared without the Principal’s authorisation.
• Accurately file all incoming and outgoing documents and maintain an organised, up-to-date filing system.
• Assist in preparing school progress reports, student records, and other administrative documentation as required.
• Ensure that all photographs and student-related documentation meet required standards.
• Distribute parcels, correspondence, and materials to students and staff through proper signing and tracking procedures.
• Liaise with other SOS departments, including Human Resources and Finance, on administrative matters.
• Act as a host and point of contact for visitors, donors, or partners visiting the school.
• Carry out any other duties as assigned by the School Principal from time to time.

Requirements

• A diploma or bachelor’s degree in office administration, business administration, secretarial studies, or a related field, or an equivalent combination of relevant professional qualification and experience.
• At least three years’ relevant professional experience in an administrative or secretarial role, preferably in an educational or NGO setting.
• Strong written and verbal communication skills, with the ability to produce clear, accurate, and professional English-language correspondence.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and experience with office equipment such as printers, copiers, and telephony systems.
• Excellent organisational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Sound judgement, attention to detail, and the ability to handle sensitive and confidential information with discretion.
• A professional, courteous, and welcoming demeanour, with strong interpersonal skills.
• Commitment to child safeguarding, the SOS Code of Conduct, and the four SOS values.

Desirable

• Experience working in a school or educational institution.
• Knowledge of SOS Children’s Villages systems and organisational structure.
• Experience supervising or coordinating support staff.
• Familiarity with filing systems and records management best practices.

Our Values

• Courage – We take action. You speak up, challenge constructively, and act when children, accuracy, or organisational reputation may be at risk.
• Commitment – We keep our promises. You deliver agreed priorities to time and quality and keep children and young people at the centre.
• Trust – We believe in each other. You communicate openly and respectfully, protect confidentiality, and build inclusive relationships.
• Accountability – We are reliable partners. You take ownership, use resources responsibly, measure impact, and address mistakes promptly.

What we offer

• A permanent opportunity to use your administrative and secretarial expertise in support of children, young people, families, and communities.
• A purpose-led and collaborative working environment within a school setting.
• The opportunity to work with dedicated educators, support staff, and SOS colleagues across programmes.

Safeguarding and Safer Recruitment

SOS Children’s Villages is committed to safeguarding children and young people. The successful candidate must comply with the SOS Code of Conduct and safeguarding policies and report concerns immediately through the prescribed safeguarding channel. Appointment will be subject to satisfactory references, identity, qualification and right-to-work checks, together with any other lawful and proportionate safer-recruitment checks required for the role.

Equal Opportunity and Inclusion

SOS Children’s Villages in The Gambia is committed to equal opportunity, inclusion and non-discrimination. We welcome applications from suitably qualified candidates from all backgrounds. Selection decisions will be based on the published role requirements, evidence of competence, alignment with SOS values and suitability to work in a child-focused organisation. Reasonable adjustments will be considered for candidates who require them during the recruitment process.

How to Apply

Apply by sending your CV to job.apply@sosgambia.org and demonstrate how you demonstrate Courage, Commitment, Trust and Accountability within your application letter.

The deadline for all submissions is 23rd August, 2026.