Administrative Assistant (GMG/AM 3)

Job Purpose

Under the general direction of the Senior Director, Strategic Planning, Performance and Project Management (SPPPMB), the Administrative Assistant is responsible for the provision of general administrative and secretarial support towards the effective functioning of the Office and for the planning and co-ordination of internal and other meetings, conferences, workshops and seminars. The incumbent is required to prepare relevant documents and correspondence, to ensure timely and adequate responses to queries and to organize the efficient flow of information between the office and internal as well as external stakeholders. 

Key Responsibilities

Management/Administrative:

• Provides administrative support with regard to the services and activities of the Office of the SPPPMB.
• Arranges and monitors the logistics for internal and external meetings.
• Provides secretarial and administrative support to internal and external meetings, which includes:
• Preparing agenda, information, and resources for meetings.
• Recording and transcribing minutes and decisions of meetings.
• Circulating documents for meetings, seminars, and conferences.
• Prepares meeting files for the SPPPMB.
• Represents the Office at meetings, seminars, and workshops, as required.
• Provides administrative support to meetings, conferences, workshops, and seminars.
• Assists with the coordination of accurate documentation.
• Assists with the process of authenticating documents, affixing seals, and stamping documents.
• Composes and types reports and documents.
• Maintains an up-to-date database of confidential and classified data and records.
• Coordinates responses to external requests for information and advises on matters, as directed.
• Reviews operating practices and implements improvements.
• Monitors the Attendance Register and prepares monthly Attendance Reports.

Technical/Professional:

• Drafts, types, and dispatches correspondence, reports, and other documents, as required.
• Maintains and manages the electronic calendar for the Senior Director SPPPMB.
• Schedules and records appointments and manages the Appointments Calendar, providing reminders when the dates are approaching.
• Makes travel arrangements for the SPPPMB.
• Prepares statistical data for charts, graphs, etc., for inclusion in reports.
• Monitors and reports on the progress of tasks delegated by the SPPPMB to the UHWI Senior Directors and other staff members.
• Prepares PowerPoint presentations for the Office.
• Maintains an effective filing system within the SPPPMB to ensure easy retrieval of documents and files and ensures the security of manual and computerized confidential files and records.
• Participates in the planning and organizing of meetings, seminars, training sessions, workshops, and other events, which includes:
• Preparing agendas and material.
• Circulating previous minutes.
• Arranging venues and refreshments.
• Contacting attendees.
• Takes, prepares, and distributes minutes of meetings.
• Receives incoming correspondence and documents and routes them to relevant officers.
• Maintains a record for all incoming and outgoing files and correspondence.
• Conducts research, prepares, and/or edits reports or other documents, as directed.
• Receives, screens, and, if necessary, re-directs telephone callers and visitors to the appropriate staff and logs all calls and messages.
• Maintains leave and attendance records.
• Supports the preparation of the Annual Budget and monthly Cash Flow for the SPPPMB Office.
• Requests, procures, and maintains stationery and other office supplies for the SPPPMB Office.
• Makes photocopies and scans documents, as required.
• Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills, and Competencies

• Ability to work in a high-demand environment.
• Ability to maintain integrity and confidentiality.
• Initiative and proactiveness.
• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Good organizational and time management skills.
• Good customer relations and quality focus skills.
• Good research skills.
• Good presentation skills.
• Professionalism.
• Ability to effectively work in a team.
• Good problem-solving and conflict management skills.
• Tact and diplomacy.
• Sound background in administrative or office management.
• Knowledge of secretarial practices and procedures.
• Knowledge of policies, programs, and procedures of operations.
• Knowledge of modern office procedures.
• Knowledge of records/file management.
• Good reporting skills.
• Proficiency in shorthand or speedwriting and typewriting.
• Minutes and report writing skills.
• Training in management.
• Proficiency in the use of relevant computer applications, including Microsoft Word, Excel, and PowerPoint.

Minimum Required Qualification and Experience

• Five (5) CXC subjects, including Mathematics & English Language, plus: Executive Secretary with three (3) years of experience in an administrative capacity.

OR

• Equivalent professional administration qualification with secretarial skills (e.g., Administrative Professional Certificate) with two (2) years of related experience.

OR

• Diploma in Business Management with two (2) years of related experience.

Please note that only shortlisted applicants will be contacted.