Administrative Assistant (GMG/AM 2)

Key Responsibilities

Management/Administrative: 

• Assists in the preparation of the Branch’s Strategic and Operational Plans, Procurement Plans and Cash Flows; 
• Assists in the preparation of the Budget for the Branch and related budgetary programmes;
• Develops Individual Work Plan based on alignment with the Branch’s Operational and Strategic Plan; 
• Manages the procurement activities for the Branch; 
• Assists with the co-ordination of the Branch’s meetings and functions relating to the operations of the Branch; 
• Attends meetings, produces and distributes accurate Minutes and records decisions;
• Participates in meetings, committees, workshops, seminars and other events as needed. 

Technical/Professional: 

• Conducts research, executes questionnaires and prepares resulting reports;
• Assists in organizing and co-ordinating workshops, seminars, training sessions, exhibitions, forums conducted by the Branch; 
• Conducts research to assist with the preparation of reports, proposals, project plans and other documents; 
• Collates information and prepares the Monthly, Quarterly, Annual report, and other special reports for the Branch; 
• Prepares resource materials, such as brochures and relevant literature, for workshops and courses; 
• Answers queries and prepares responses to requests from members of relevant Committees and other relevant stakeholders; 
• Secures Conference Rooms, multimedia equipment and other devices/resources for meetings/functions; 
• Maintains confidential records and files; 
• Undertakes the procurement of equipment and supplies for the Branch, in collaboration with the Procurement Unit; 
• Liaises with Documentation/Information & Access Services Division to assist with processing Access to Information requests for review and approval by Senior Director; 
• Prepares requests for proposals, quotations, specification sheets and evaluation reports for the procurement of equipment and other supplies; 
• Manages and maintains inventory and inventory records for all goods and stationeries in the Branch; 
• Maintains records of income and expenditure reports of the Branch; 
• Arranges for the expeditious processing of bills generated; 
• Performs other related duties as assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Customer and quality focus 
• Teamwork and co-operation 
• Interpersonal skills 
• Ability to work well under pressure 
• Excellent organizational skills 
• Confidential 

Technical: 

• Understanding of GOJ Procurement Principles 
• Proficient in the use of relevant computer applications such as Microsoft Office Suite
• Knowledgeable of research methodologies 

Minimum Required Qualification and Experience

• Associate Degree in Public/Business Administration or related discipline 
• One (1) year’s related working experience 

OR 

• Diploma in Business Administration/Management Studies or any other relevant field from a recognized institution 
• Two (2) years’ related working experience 

Please note that only shortlisted applicants will be contacted.