Administrative Assistant (GMG/AM 2)

Key Responsibilities

Technical/Professional: 

• Provides superior administrative support to ensure the efficient operation of the Office;
• Serves as the primary point of contact for the Office of the Director; 
• Collaborates with direct supervisor in the preparation of Individual Work Plan for signing and submission; 
• Co-ordinates and implements office services activities such as purchases, record control;
• Receives and routes calls, visitors and correspondence directed to the assigned office;
• Analyses submissions/correspondence to the Director and manages their processing, 
• including preparing acknowledgement, initiating investigations and routing to other Units;
• Assists in the development and collating of Operational and Strategic Plans for the Division;
• Pursues appropriate follow-throughs to ensure matters are attended and apprises the Director, Corporate Services accordingly; 
• Participates in administrative planning of the Office to ensure the maintenance of commitments and deadlines are kept; 
• Assists with the preparation of official documents including Committee Reports, Corporate and Organizational Plans, Statistical Data, Annual Reports, and co-ordination of various reports; 
• Monitors and updates activities and appointments for the Chief Executive Officer;
• Attends Committee Meetings and reproduces the Minutes and ensures follow through with post meeting decisions and actions; 
• Researches and compiles data, information and confidential files as requested;
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information; 
• Ensures that all correspondence received in the office are promptly processed and appropriate follow-ups pursued; 
• Drafts response to routine matters, proof read for accuracy and ensures they are dispatched; 
• Ensures that meetings/arrangements are planned and efficiently coordinated.
• Keeps the Director up-to-date on the status of Project Assignments, Consultants, Contracts, and Annual Reports; 
• Maintains the Attendance Register for the Division; 
• Types, formats/produces documents using the relevant computer software;
• Requisitions stationery and office supplies from the Facilities & Office Services Unit to ensure that adequate supplies are available for use by staff in the assigned office as and when required; 
• Disseminates information and documentation to various internal and external clients as required, using the most appropriate and effective means; 
• Schedules and manages appointments using Microsoft Outlook; 
• Drafts routine correspondence on behalf of the Director as directed; 
• Takes notes and produces Minutes of meetings as required within agreed timelines;
• Liaises with the Facilities & Office Services Unit to coordinate off-site meetings on behalf of the Director; 
• Assists the Director in completing expense reports for approval and submission to the Finance Unit; 
• Maintains updated contacts in Outlook; 
• Ensures the maintenance of efficient and effective Records Management and Information System to facilitate ease of access to information and speedy retrieval; of files;
• Liaises with the Facilities & Office Services Unit to co-ordinate travel itineraries for work related travel on behalf of the Director;
• Establishes and maintains good working relationships with internal and relevant external stakeholders; 
• Participates in learning and development interventions as scheduled; 
• Undertakes or participates in special projects as directed by the Director;
• Accurately tracks and collates data to support performance measures on behalf of the Director (e.g. # of staff meetings held vs. plan); 
• Follows up with the Finance Unit on matters related to payment of invoices and expense claims associated with the Office of the Director; 
• Performs any other job-related duties assigned. 

Required Knowledge, Skills, and Competencies

• Superior customer service skills; 
• Strong interpersonal skills; 
• Excellent written and oral communication skills; 
• Good planning, organizing and time management skills; 
• Good telephone and office etiquette; 
• Knowledge of general office administration, processes and practices; 
• Confidentiality and ability to treat with sensitive matters; 
• Ability to use standard office equipment; 
• Proficiency in the use of computer applications including Microsoft Office;
• Specific knowledge using Microsoft Outlook would be a definite advantage;
• Flexibility & Adaptability; 
• Problem Solving & Critical Thinking; 
• Stewardship Responsibility & Accountability; 
• Teamwork; 
• Emotional Intelligence; 
• Relationship Building & Networking; 
• Innovative Thinking; 
• Results-Oriented 

Minimum Required Qualification and Experience

• A minimum of a Diploma in Office Administration or equivalent qualifications from an accredited tertiary institution 
• At least two (2) years’ experience in an administrative capacity 

Special Conditions Associated with the Job

• May be required to work beyond the normal working hours 
• May be required to work on weekends and public holidays

Please note that only shortlisted applicants will be contacted