Administrative Assistant

Key Responsibilities

Management/Administrative: 

• Develops a set of operational objectives and guidelines for the operations of the Branch with guidance from the Manager/Senior Manager; 
• Liaises with various strategic partners, clients and stakeholders to address or bring issues to the attention of the Manager/Senior Manager, or in the general organizing and planning of various programmes and/or events; 
• Develops processes for efficient manual and computerized records management systems;
• Develops Individual Work Plan and plan for the administrative support of the Manager/Senior Manager for review. 

Technical/Professional: 

• Analyzes documents and correspondence to the Manager/Senior Manager. Manages their processing, including preparing acknowledgment, initiating follow-ups and routing to respective individuals and personnel; 
• Pursues appropriate follow-throughs to ensure matters are attended and appraises the Manager/Senior Manager appropriately; 
• Prepares a range of official and routine documents, including reports and correspondence;
• Drafts reports, presentations and other documents as preparation for relevant meetings, programmes and initiatives within the Branch; 
• Organizes meetings, schedules and agenda for the Manager/Senior Manager;
• Compiles information for the Senior Manager, as requested; 
• Ensures efficient computerized and manual systems of filing for the office and the secure maintenance of official and confidential records; 
• Manages the office and supplies inventory for the office, and the acquisition of relevant equipment, furniture and tools for the effective operations of the Branch; 
• Prepares/compiles appropriate meeting documents, including Minutes, and ensures follow ups with post-meeting actions and decisions; 
• Participates in planning and organizing of ITA functions and ceremonies. 

Human Resources: 

• Contributes to a system that fosters a culture of teamwork, integrity, engagement, high-performance and commitment to the organization’s goals and initiatives;
• Contributes to the development and implementation of a Succession Planning Framework in collaboration with the Human Resource Management and Development Division;
• Participates in setting the framework for culture and expectations for the Onboarding or Orientation Programme/process; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good problem-solving skills 
• Team and results oriented 
• Good interpersonal skills 
• Good planning and organizing skills 
• Ability to use own initiative 
• Integrity and confidentiality 

Technical: 

• Sound background in administrative and office management 
• Knowledge of government operational procedures 
• Proficient in the use of relevant computer applications 

Minimum Required Qualification and Experience

• Diploma/Associate Degree in Public Sector Management/Administrative Management or related discipline; 
• Two (2) years related working experience. 

OR 

• Four (4) CXC subjects including English Language; 
• Diploma in Secretarial Studies from a recognized institution; 
• Certificate in Administrative Management Level 1; 
• Three (3) years related experience. 

Please note that only shortlisted applicants will be contacted.