Administrative Officer (GMG/AM 2)

KEY OUTPUTS

• Monthly, quarterly, and annual financial reports prepared 
• Letters and memoranda produced 
• Inspection fees collected, receipts issued, and appropriate records of revenue maintained 
• Information disseminated 
• Invoices generated 
• Meetings attended 
• Minutes produced 
• Lodgments made 
• Appointments scheduled and diary maintained 
• Receipts issued 
• Documents photocopied 
• Filing System maintained 
• Telephone calls answered and messages delivered 
• Visitors received and directed 
• Ancillary staff supervised 
• Staff trained 
• Staff needs identified and addressed 

KEY RESPONSIBILITIES

Management/Administration Responsibilities 

• Generates invoices using Accounting Software 
• Prepares invoices for on-site and off-site inspections 
• Prepares monthly, quarterly, annual financial throughput and export data reports
• Prepares and monitors payment plans for outstanding receivables
• Prepares lodgement for transporting to the bank by courier service
• Prepares information package for security centre 
• Photocopies documents 
• Provides training and orientation for new accounting staff 
• Attends inter-agency and staff meetings to record minutes and reproduce same for circulation 
• Attends training seminars and workshops 
• Collects all fees and charges and issues receipts for revenue collected for services provided at the Export Complex
• Assists in preparing status reports 
• Assists in preparing and dispatching letters and memoranda to various departments/ministries and other external agencies 
• Authorizes the release of products kept in ambient and cold storage upon receipt of payment 
• Ensures the maintenance of constant supply of stationery and other office supplies
• Files correspondence and other materials and maintains a record of the movement of files 
• Supervises ancillary staff 
• Establishes and maintains a system for the control of files 
• Directs telephone calls and messages 

Human Resource Responsibilities 

• Provides leadership and guidance to direct report through communication, and training 
• Establishes and maintains a system that fosters a culture of teamwork, and commitment to the Unit 

Other Responsibilities 

• Any other related duties as directed by the Manager/Plant Quarantine Produce Inspector 

PERFORMANCE STANDARDS

• Inspection fees collected, receipts issued, and appropriate records of revenue maintained in accordance with the Ministry’s policies and procedures and in accordance with the FAA Act. 
• Lodgments are accurate and submitted promptly in accordance with stipulated standards 
• Monthly, quarterly and annual financial and throughput reports are prepared accurately and comprehensively within the agreed format 
• Invoices generated accurately and in accordance with the required standard
• Meetings attended as required 
• Information disseminated accurately and within the agreed timeframe
• Minutes produced accurately and submitted within the agreed timeframe and required format 
• Effective maintenance of filing system and record management 
• Telephone answered promptly and politely, and messages delivered in a timely manner 
• Appointments scheduled and diary maintained accurately as established
• Visitors received courteously 
• Letters and memoranda are produced accurately and within agreed time frame
• Receipts issued in a timely manner 
• Documents photocopied as requested 
• Confidentiality and integrity exercised at all times

REQUIRED COMPETENCIES

Core 

• Excellent oral communication skills 
• Excellent written communication skills 
• Good interpersonal skills 
• Good problem-solving skills and tenacity 
• Good human relations skills 
• Integrity 
• Compliance 
• Planning and organizing 
• Ability to work in teams 
• Good leadership and people skills 
• Customer and quality focus 

Technical 

• Good knowledge of basic financial accounting 
• Good knowledge of the Financial and Administration Act 
• Proficient in the use of relevant accounting and other computer applications
• Understanding of general office procedures 
• General knowledge of the plant quarantine and produce inspection procedures 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Diploma/Certificate in Public Administration, Human Resource Management, Management Studies or Business 
• Certificate in Basic Financial Accounting 
• Computer training in relevant accounting and other computer applications
• At least three (3) years experience as an Administrative Assistant 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Available to work on weekends and public holidays 
• Exposure to Methyl Bromide fumigant used in the Fumigation process 

AUTHORITY

• Authorizes the release of produce kept in storage 
• Signs-off on bank lodgement vouchers