Admin Support Officer €“ Fisheries Extension Services Branch (Level 4)

JOB PURPOSE

Under the direction of the Director of the Fisheries Extension Services Branch, the Administrative Support Officer is responsible for the provision of clerical and administrative support for the Branch and acts as the communication linkage with other Branches and Divisions. The incumbent arranges meetings, prepares correspondence and maintains a proper filing system to facilitate easy access and security of files for the Fisheries Extension Services Branch. 

KEY RESPONSIBILITY AREAS

• Maintains client relationships and communication with key stakeholders. 
• Prepares agenda and makes arrangements for meetings 
• Researches and compiles information as required for various meetings. 
• Attends meetings, records minutes and prepares for circulation 
• Provides necessary support to the Director including following up on action items and their implementation. 
• Takes dictations, transcribes and prepares documents for signature. 
• Prepares draft letters, memoranda and reports from notes. 
• Composes routine correspondence for the Director. 
• Receives, opens, sorts and distributes incoming and outgoing correspondence.
• Maintains a record for all incoming and outgoing files and correspondence.
• Files correspondence and other materials and maintains a record of the movement of files
• Maintains an up-to-date filing system to ensure easy retrieval and security of documents and files
• Screens and refers calls and visitors to relevant officers. 
• Maintains diary and schedules appointments. 
• Accesses and sends e-mail via internet 
• Faxes/photocopies documents 
• Monitors the attendance register in the Branch and prepares monthly attendance reports for submission to the Principal Director’s office 
• Monitors attendance and leave register for officers in the Branch 

PERFORMANCE STANDARDS

• Correspondence and documents prepared in the required format and within the agreed timeframe 
• Accurate research conducted and compiled within the agreed timeframe 
• Correspondence and information disseminated within the agreed timeframe
• Minutes of meetings recorded, transcribed and reproduced within three days of meeting. 
• Filing system maintained in accordance with established standards and guidelines
• Calls answered within the agreed timeframe, messages delivered promptly and follow-up undertaken 
• Visitors efficiently screened and directed to relevant officers. 
• Diary efficiently maintained and appointments scheduled as required 
• Confidentiality, professionalism and courtesy are exercised in the execution of functions

REQUIRED COMPETENCIES

Core 

• Good interpersonal skills 
• Good written and oral communication skills 
• Good organizational and time management skills 
• Ability to maintain integrity and confidentiality 
• Ability to manage internal and external relationships 
• Teamwork and cooperation skills 
• Initiative, tact and diplomacy 

Technical 

• Good knowledge of the policies, programmes and regulations of the NFA. 
• Goof knowledge of administrative and secretarial practices and procedures
• Knowledge of modern office procedures 
• Knowledge of records/file management 
• Problem solving and conflict management skills. 
• Proficiency in shorthand, speedwriting and typewriting 
• Ability to transcribe material in a clear, accurate and acceptable manner. 
• Minutes and report writing skills. 
• Proficiency in the use of relevant computer applications. 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate Degree in Public Administration or Business Administration or Management Studies.
• Graduation from an accredited School of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at the speed of 100-120 words per minute.
• Training in the use of a variety of software applications. 
• Three (3) years related experience in a comparable working environment. 

OR 

• Diploma in Public Administration or Business Administration or Management Studies.
• Graduation from an accredited School of Secretariat Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at 100-120 words per minute. 
• Training in the use of a variety of software applications. 
• Five (5) years experience in a comparable working environment. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Normal office environment

We appreciate your interest in these positions; however, only shortlisted applicants will be contacted.