Executive Secretary & Head of Secretariat at Prophs Excellence Services

Prophs Excellence Services is a registered Nigerian business involved in general merchandise, product sales, and service support. We focus on delivering reliable products, excellent customer service, and practical business solutions that meet everyday customer needs. Our team values professionalism, integrity, accountability, and growth, and we are committed to building a strong work environment where talented people can contribute and develop.

We are recruiting to fill the position below:

Job Title: Executive Secretary & Head of Secretariat

Location: Lagos
Employment Type: Full-time

Position Summary

• The Executive Secretary & Head of Secretariat will serve as the Chief Administrative and Operations Officer of the Association and will be responsible for managing the day-to-day operations of the Secretariat.
• The successful candidate will lead the Secretariat, strengthen administrative systems, coordinate programmes and partnerships, support governance, improve member services, and help build a professional Secretariat that will grow with the Association.
• This role is ideal for a motivated professional who is passionate about organisational development, women's leadership, and the energy sector.

Key Responsibilities
Strategic & Operational Leadership:

• Manage the day-to-day operations of the Secretariat.
• Develop and implement annual operational plans.
• Coordinate implementation of approved programmes and projects.
• Drive operational efficiency and continuous improvement.

Governance Support:

• Provide administrative support to the Board, Executive Council, and National Officers.
• Coordinate meetings and governance documentation.
• Track implementation of approved decisions.
• Maintain official records and institutional documentation.

Membership Services:

• Manage membership registration, renewals, and engagement.
• Support Chapters and Sectors.
• Maintain an accurate membership database.
• Improve member experience and communication.

Programmes & Events:

• Coordinate conferences, training programmes, Annual Membership Meetings (AMM), leadership initiatives, and other national events.
• Ensure programmes are delivered efficiently and within approved budgets.

Partnerships & Stakeholder Engagement:

• Support sponsorship, fundraising, and partnership initiatives.
• Maintain relationships with government agencies, development partners, corporate organisations, and other stakeholders.

Administration & Finance:

• Support implementation of approved budgets.
• Coordinate procurement and office administration.
• Maintain effective administrative systems and internal controls.
• Support financial reporting and audit processes.

Communications:

• Coordinate internal and external communications.
• Support website and social media management.
• Strengthen the Association's visibility and public image.

Candidate Profile
The ideal candidate is a highly organised, proactive, and results-oriented professional with the ability to build systems, coordinate multiple activities, and work effectively with diverse stakeholders.
The successful candidate should demonstrate:

• Strong organisational and administrative skills.
• Excellent communication and interpersonal skills.
• Leadership and people management ability.
• Problem-solving and decision-making skills.
• Integrity and professionalism.
• Ability to work independently and under pressure.
• Good planning and project coordination skills.
• Strong digital and technology skills.

Key Performance Indicators (KPIs)
The successful candidate will be assessed based on:

• Efficient management of Secretariat operations.
• Timely implementation of approved programmes and activities.
• Membership growth and retention.
• Member satisfaction and engagement.
• Timely preparation of reports and governance documentation.
• Successful coordination of meetings and events.
• Growth in partnerships and stakeholder engagement.
• Compliance with approved policies and procedures.
• Improvement in administrative systems and operational efficiency.

Performance Expectations
Within the first 12 months, the successful candidate should:

• Establish efficient Secretariat systems and processes.
• Improve membership administration and engagement.
• Coordinate successful delivery of programmes and events.
• Strengthen governance support and documentation.
• Improve operational planning and reporting.
• Build productive relationships with members and partners.
• Support resource mobilisation efforts.
• Contribute to the overall growth and professionalisation of the Association.

Qualifications & Experience
The ideal candidate should possess:

• A Bachelor's Degree in Business Administration, Public Administration, Management, Communications, Social Sciences, Law, or a related discipline.
• A Master's degree or relevant professional certification will be an added advantage.
• 5–7 years' relevant work experience, with at least 2–3 years in an administrative, operations, programme management, or association management role.
• Experience working with an NGO, professional association, membership organisation, or development organisation will be an advantage.
• Good knowledge of governance and organisational administration.
• Proficiency in Microsoft Office and digital collaboration tools.

Recruitment Scope
The recruitment firm will:

• Advertise and promote the vacancy through appropriate channels.
• Identify and attract qualified candidates.
• Screen applications against the agreed criteria.
• Conduct competency-based interviews.
• Verify qualifications and employment history.
• Conduct reference checks.
• Recommend the top 3–5 candidates with detailed assessment reports.

Preferred Selection Criteria:
Preference will be given to candidates who demonstrate:

• Strong organisational and operational management skills.
• Experience coordinating programmes and stakeholders.
• Ability to build systems and improve processes.
• Excellent communication and relationship management skills.
• High ethical standards and professionalism.
• A passion for institution building and service excellence.
• Alignment with the organisation's vision and values.

Additional Information:

• We are not just recruiting an employee; we are seeking a committed professional who will help build a strong, efficient, and sustainable Secretariat that supports the Association's long-term vision and impact.
• We look forward to partnering with a recruitment firm to identify candidates who possess the competence, integrity, leadership potential, and commitment required to contribute meaningfully to the organisation's continued success.

Salary
N200,000 - N300,000 monthly.

Benefits

• Professional development and training opportunities.
• Exposure to senior leaders and key stakeholders within the energy sector.
• Opportunity to contribute to the growth of a nationally recognised professional association.
• Career growth opportunities as the Secretariat and the Association expand.
• Approved work-related travel and official expense reimbursement in line with organisational policies.

Application Closing Date
1st August, 2026

How to Apply
Interested and qualified candidates should send their Resume to: ndibuagupaul@gmail.com using the Job Title as the subject of the mail.