TERMS OF REFERENCE (TOR) Executive Secretary

The Executive Secretary serves as the principal administrative and coordination officer supporting the Director-General and Senior Management of the Financial Intelligence Agency (FIA). The position is responsible for ensuring the efficient management of executive functions, facilitating communication within the Agency and with external stakeholders, and maintaining effective systems for records, correspondence, and meeting administration.

As a trusted member of the administrative support team, the Executive Secretary plays a critical role in coordinating official activities, managing sensitive information, monitoring the implementation of management decisions, and ensuring the smooth flow of information across the Agency. The position requires a high degree of professionalism, discretion, organizational ability, and attention to detail, particularly given the confidential nature of the FIA's work in combating money laundering, terrorist financing, proliferation financing, and related financial crimes.

The Executive Secretary acts as a key liaison between the Director-General/ Officer-In-Charge’s Office, FIA departments, government ministries and agencies, reporting entities, international partners, and other stakeholders. Through effective administrative support and coordination, the position contributes to the achievement of the FIA's strategic objectives and the overall effectiveness of the Agency's operations.

KEY DUTIES AND RESPONSIBLITIES
Executive and Administrative Support

1) Manage the office of the Director-General/Officer-In-Charge and maintain an efficient filing and records management system.
2)Receive, screen, and prioritize incoming correspondence, emails, and official communications.
3) Draft, type, review, and distribute official letters, memoranda, reports, and other documents.
4) Maintain the Director-General's calendar and coordinate appointments, meetings, and official engagements.
5) Ensure proper follow-up on decisions and directives issued by the Director-General.

MEETING COORDINATION

1) Organize management and staff meetings.
2) Prepare agendas, meeting notices, and relevant documentation.
3) Record, prepare, and circulate minutes of meetings.
4) Track implementation of action points arising from meetings

RECORDS AND INFORMATION MANAGEMENT

1) Maintain confidential records and documents of the Agency.
2) Ensure proper archiving and retrieval of official documents.
3) Monitor compliance with document management procedures and standards.
4) Maintain registers for incoming and outgoing correspondence.

COMMUNICATION AND LIAISON1) Serve as liaison between the Director-General's Office and departments, government institutions, development partners, reporting entities, and other stakeholders.
2) Facilitate communication between senior management and staff.
3) Receive visitors and official guests on behalf of the Director-General.

TRAVEL AND LOGISTICS COORDINATION.1) Coordinate travel arrangements for the Director-General and senior officials as required.
2) Prepare travel documentation and ensure administrative compliance with travel procedures.
3) Coordinate logistical arrangements for meetings, workshops, and official events.

CONFIDENTIALITY AND PROFESSIONAL ETHICS
1) Maintain strict confidentiality regarding sensitive operational, administrative, and intelligence-related information.
2) Ensure compliance with FIA policies, procedures, and ethical standards.
3)Handle classified documents with the highest level of discretion and security.

KEY PERFORMANCE INDICATORS
1) Timely processing and dissemination of correspondence.
2) Effective management of executive schedules and meetings.
3) Accuracy and completeness of records and meeting minutes.
4) Timely follow-up on management decisions and directives.
5) Compliance with FIA administrative procedures and standards.

DURATION
The position shall be permanent and subject to the FIA Human Resource Policies and applicable laws of the Republic of Liberia.

APPROVAL
This Terms of Reference shall take effect upon approval by the Director-General/ Officer-In-Charge and shall be reviewed periodically as required by the operational needs of the Financial Intelligence Agency.

REPORTING LINE:

The Executive Secretary shall report directly to the Director-General/Officer-in-Charge of the FIA and shall work closely with all departments and sections of the Agency.