Administrative Assistant (GMG/AM 3)

Key Responsibilities

Technical/Professional: 

• Provides superior administrative support to ensure the efficient operation of the Office to which he/she is assigned; 
• Serves as the primary point of contact for the Office of the Director; 
• Receives and routes calls, visitors and correspondence directed to the assigned office;
• Reproduces packages and distributes documents as required; 
• 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 (or assigned personnel) 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 (and other) reports for approval and submission to the Finance Unit; 
• Maintains updated contacts in Outlook; 
• Designs and maintains an effective filing system to facilitate the easy retrieval of files;
• Creates and maintains subject files as necessary; 
• 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;
• 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; 
• Teamwork; 
• Emotional Intelligence; 
• Results-Oriented 

Minimum Required Qualification and Experience

• 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

• Adhere/Maintain Critical deadlines for completion of projects. 
• Ability to cope under pressured working conditions 
• May be required to work extended working hours, on weekends and public holidays

Please note that only shortlisted applicants will be contacted