Administrative Assistant (GMG/AM 3)

Key Responsibilities

• Assists in monitoring the approved budget for the Unit;
• Assists in the design and development of policies, systems and plans for the effective co-ordination, implementation and monitoring of the National Shelter programmes;
• Provides support to the Director in the preparation of special events such as Workshops, Seminars and other activities at the community and national level
  • Establishes and implements methods to improve work flow
  • Conducts research and collates information as required to implement events
  • Co-ordinates logistics for events and protocol considerations
• Assists in the implementation of the planned activities and programmes as managed by Director:
  • Liaises with the relevant stakeholders to make the necessary arrangements to facilitate hosting of activities and programmes
  • Participates in the planning of programmes to be executed
  • Communicates information in respect of programmes and activities to the relevant stakeholders
  • Attends meetings, take Minutes and prepares Minutes as required by Director
  • Maintains records of the activities conducted during implementation of programmes
  • Prepares reports at the end of each programme
• Manages clients’ database and communicates information accordingly;
• Prepares information for dissemination on sexual harassment and other related activities to the wider public and conducts assessment reports;
• Conducts research and compiles data for easy retrieval by the Director;
• Provides administrative support to the Director to ensure efficient and effective record keeping;
• Attends meetings and other programmes as instructed and prepares reports for submission to Director.

Required Knowledge, Skills, and Competencies

Core:

• Good oral and written communication skills
• Good problem-solving and decision-making skills
• Good planning and organizing skills
• Flexibility and adaptability
• Teamwork and co-operation
• Ability to use own initiative
• High level of Integrity
• Confidentiality
• Good interpersonal skills
• Managing External Relationships

Functional/Technical:

• Excellent knowledge of Office Management and Administrative procedures and practices
• Sound knowledge of the Sexual Harassment Act 2021
• Good research and analysis skills
• Excellent customer and quality focus
• Ability to compose correspondence and reports
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems

Minimum Required Qualification and Experience

• Certificate in Management Studies/Diploma in Administrative Management/Business Administration or its equivalent from a recognised tertiary institution;
• Minimum three (3) years’ experience in office administration preferably in a related field.

Please note that only shortlisted applicants will be contacted.