Administrative and Data Protection Assistant

About the role

The Administrative and Data Protection Assistant supports the daily operations of the office, providing both front‑line reception duties and secretarial assistance while also handling data‑privacy related tasks as required.

Key responsibilities

• Serve as receptionist, handling inquiries via face‑to‑face, online, phone, and email.
• Receive, record, and distribute office correspondence while maintaining confidentiality.
• Prepare and file outgoing communications promptly.
• Disseminate information on conferences, schedules, and deadlines; send reminders to the Director and relevant stakeholders.
• Manage the Director’s calendar, meetings, and appointments; take minutes and document action points.
• Act as the communication link between the UDPO and other university offices, employees, students, and stakeholders.
• Oversee physical upkeep of the office and coordinate equipment repair and maintenance.
• Monitor, replenish, and inventory office supplies and equipment.
• Assist the Director in tracking financial resources, preparing monthly and annual expense summaries, and verifying statements before payment.
• Support report preparation, presentations, and submissions to the National Privacy Commission by gathering data and drafting documents.
• Draft periodic reports, maintain a monitoring system for UDPO outputs, and create website articles and awareness materials.
• Perform documentation and other writing‑related tasks for the office.

Required profile

• Ability to handle front‑line inquiries and provide secretarial support.
• Strong organizational skills for calendar and meeting management.
• Attention to confidentiality when handling sensitive information.
• Capability to coordinate office resources and maintain accurate records.

Required skills