Administrative Assistant (GMG/AM 3)

JOB PURPOSE

Under the general direction of the Director, the Administrative Assistant is responsible for providing general administrative and secretarial support to the Section. The Administrative Assistant will provide general technical and administrative support, including managing, organizing and coordinating the workflow of the Branch; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Director. 

KEY RESPONSIBILITIES

Technical/Professional Responsibilities 

• Manages calendar for the Branch/Section which includes but is not limited to scheduling appointments, coordinating meeting rooms and preparations including refreshments, where applicable. 
• Maintains office workflow, analyses operating practices and systems and recommends improvement; and implements agreed changes to increase in the Branch’s/Section’s efficiency. 
• Provides support to members of the Team on specific projects as agreed with the director. 
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports and other complex documents. 
• Assists with the logistical operations of the Branch with respect to the duties assigned including organization and administration of meetings and other events by providing agendas and keeping written records of discussions and key decisions and undertakes associated research and follow-up actions as required. 
• Conducts research and prepares draft summaries/presentations as required.
• Screens incoming calls and correspondence and responds independently when possible. 
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Branch intranet filing system, performs data entry and scan documents.
• Makes travel arrangement including researching and coordinating itineraries, visa requirements accommodation and other related activities for the Branch/Section; compiles documents for travel related meetings. 
• Schedules and attends Branch and committee meetings, prepares minutes and ensures follow-up actions are done, reproduce, distribute and maintain records of minutes accordingly. 
• Exhibits good courtesy to schedule and unscheduled visitors. 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates section mail register. 
• Attends meetings externally as may be required for the purpose of minute taking, conducting research, compiling supporting documents and related tasks.
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs. 
• Maintains office supplies for the section by monitoring stock levels, placing and expediting orders through the Office Services Manager, if required and verifying receipt of supplies. 

Management/Administrative Responsibilities 

• Develops Individual Work Plans based in alignment to the overall plan for the section. 
• Participates in meetings, seminars, workshops and conferences as required.
• Prepares reports and programme documents as required. 
• Maintains customer service principles, standards and measurements. 

Human Resource Responsibilities 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.
• Assists with the preparation and conducts presentations on the role of the Division/Unit for the Orientation and Onboarding programme. 

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time. 

REQUIRED COMPETENCIES

• Excellent oral and written communication skills; 
• Good interpersonal and team management skills; 
• Excellent customer relations and quality focus skills; 
• Good planning and organizing skills; 
• Strong analytical and problem-solving skills; 
• Strong leadership skills.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

Qualifications and Experience 

• Associate Degree or Diploma in Office Administration, Administrative management, management Studies, Public/Business Administration or related social sciences;
• Three (3) years’ experience in an Office Management environment. 

The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.