Administrative Assistant (GMG/AM 3)

Key Responsibilities

• Assists in supporting the requirements of the approved budget for the Unit ensuring that all expenditure is documented and accounted for according to GoJ guidelines;
• Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention; 
• Schedules and coordinates internal and external meetings on behalf of the Director;
• Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received; 
• Assists with research in the preparation of reports, policy decision and for meetings/ discussions, Operational and Work Plans as well as Quarterly/Monthly status reports on the work of the Unit; 
• Processes assigned correspondence and provides feedback to the Director as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk; 
• Organizes meetings hosted by the Director to include staff meetings and all other relevant meetings to include Heads of Divisions/Branches, Heads of Agencies meetings and prepares Minutes, reproduces and distributes in accordance with established guidelines; 
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director; 
• Coordinates activities for a variety of meetings, attend meetings, take minutes and prepares and circulate Minutes, as required; 
• Attends meetings with the Director, upon request, takes Notes/Minutes, as required;
• Assists the Director with adhoc reports and quarterly reviews, as instructed;
• Interfaces with the staff of the Ministry, other stakeholders and responds to problems/concerns and issues that need the Director’s attention; 
• Responds to official enquires about the work of the Unit and where necessary, refers these enquiries to the appropriate officers; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written and communication skills; 
• Good problem-solving and decision-making skills; 
• Good planning and organizing skills; 
• Flexibility and adaptability; 
• Good interpersonal skills; 
• Teamwork and co-operation; 
• Integrity; 
• Ability to use own initiative.

Technical: 

• Excellent knowledge of office management and administrative procedures and practices 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; 
• Three (3) years’ experience in office administration preferably in a related field. 

Please note that only shortlisted applicants will be contacted.