Administrative Officer (GMG/AM 3) - Hazardous Substances Regulatory Authority Division

Key Responsibilities

Management/Administrative: 

• Composes and reproduces letter, memoranda, Cabinet Notes/Submissions, certificates, gazette notices and reports from drafts; 
• Responds to routine and other correspondence; 
• Attends meetings to record Minutes and reproduces same for circulation; 
• Attends and record Minutes of Board of Directors and Board Subcommittee meetings; 
• Receives, opens, sorts and distributes incoming and outgoing mail; 
• Files correspondence and other materials, and maintains a record of the movement of files; 
• Establishes and maintains a system for control of confidential files; 
• Photocopies documents; 
• Maintains diary and schedules appointments and meetings; 
• Receives and screens visitors, and ensures that they are directed to the relevant officers or office; 
• Accesses and sends e-mail via internet; 
• Directs telephone calls and messages; 
• Assembles and disseminates information to internal and external personnel, as requested;
• Collaborates with local stakeholders and partners to support organising and hosting meetings, workshops, seminars and conferences; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Excellent customer service and customer relations skills 
• Excellent problem-solving and decision-making skills 
• Excellent time management, planning and organizational skills 
• Excellent interpersonal skills 
• Excellent teamwork and co-operation skills 
• Punctuality 
• Excellent integrity 
• Good discipline 
• Goals/results oriented 
• Customer and quality focus 

Functional/Technical: 

• Knowledge of the operations of Government/Ministry’s policies and procedures 
• Sound knowledge of web-based research techniques 
• Computer Proficient 
• Ability to analyse problems and generate solutions 

Minimum Required Qualification and Experience

• Bachelor of Science Degree in Business Administration or related area, with at least one (1) year secretarial or administrative experience. 

OR 

• Associate Degree in Business Administration with two (2) years’ secretarial experience. 

Special Condition Associated with the Job

• Participation in training (as a trainee or trainer) with possibility of no simultaneous reduction in workload. 

Please note that only shortlisted applicants will be contacted.