Administrator (AM 4) - Justice Policy And Governance Division

Job Purpose

To provide administrative support to the Chief Technical Director (CTD) in order to ensure that the operations of the office are effective and efficient in relation to communication and work assignments between the CTD and his/her direct reports, the Permanent Secretary, the Minister, the Ministry’s Agencies, other government entities, regional and international bodies and the general public. 

Key Outputs:

• Meetings, conferences, workshops and seminars coordinated; 
• Meetings of the CTD are organized; 
• Documents produced; 
• Telephone communication adequately managed and requests handled; 
• Filing system operational 
• Relevant information readily retrieved and disseminated; 
• Administrative policies and procedures implemented; 
• Secretarial duties performed. 

Key Responsibility Areas:

• Liaises with Senior Heads of Sections and personnel outside of the Directorate to facilitate administrative support; 
• Establishes, supervises and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Oversees the logs of all mails/files that come directly to the CTD; 
• Oversees and maintains the “third copy” files for correspondence sent out by the CTD;
• Types reports, correspondences, memos, forms, agendas etc. proof reads documents for accuracy, completeness, and conformity with established formats; 
• Coordinates activities for a variety of meetings; attends meetings and prepares minutes;
• Ensures that all documents and papers prepared and leaving the Director’s office are adequately prepared for dispatch; 
• Assists in the budget preparation process for the Division; 
• Screens visitors and phone calls intended for the CTD and refer them to the appropriate personnel in the event of his/her absence or unavailability; 
• Follow up on the directives given and requests made by the CTD 
• Compiles, stores and retrieves management data; 
• Researches and provides information to the CTD in the preparation of reports; 
• Monitors the financial performance of the Division, and provide regular updates to the CTD;
• Attends administrative meetings on the instructions of the CTD; 
• Arranges for the printing, photocopying, binding and dispatch of documents produced;
• Designs and maintains an effective general filing system; 
• Manages the re-order levels of stationery and office supplies for the Division; 
• Prepares resource materials and packages for participants of seminars, workshops and retreats spearheaded by the CTD; 
• Provides oversight to the Executive Secretary 
• Prepares all necessary correspondence for dispatch; 
• Compose letters and memos based on general instruction;
• Arranges meetings, workshops, conferences involving local and international stakeholders;
• Makes arrangements for local and overseas travel for CTD; 
• Takes dictation and reproduces confidential and other correspondence; 
• Ensures that telephone bills are reconciled and payments made in respect of personal calls
• Maintains electronic folders containing calendar and contacts 
• Assists in the preparation of Corporate and Operational Plans for the Directorate 
• Deals with urgent correspondences, faxes and emails; 
• Oversees the attendance register for the Unit 
• Maintains the CTD’s diary regarding appointments, meetings, conferences, visits etc. on a day to day basis. 
• Confirms, cancels and reschedules appointments on the CTD’s behalf 
• Performs any other duties as assigned 

Performance Standards:

This job is satisfactorily performed when: 

• Files are maintained and updated in an accurate and timely manner; 
• Queries appropriately directed; 
• Conflicts prevented in the CTD’s schedule; 
• Accurate documents and correspondence prepared for dispatch; 
• Pertinent and comprehensive information provided within the prescribed time frame;
• Minutes and action agendas provided within the specified deadline; 
• Confidentiality, integrity and professionalism displayed in the execution of duties and personal conduct at all times; 
• Good coordination and effective working relations with other Divisions, Portfolio Entities and other stakeholders that interact with the Chief Technical Director; 
• Attendance and punctuality are consistently good;

Required Competencies:

Core Competencies

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative 
• Compliance
• Time Management
• Customer and Quality Focus
• Interpersonal
• Adaptability

Technical/Functional Competencies

• Use of Technology
• Analytical Thinking
• Planning and Organising
• Technical Skills
• Goal/result oriented

Other Competencies 

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• Ability to work under pressure and meet deadlines
• Tact and decorum when dealing with people
• Ability to maintain calendars and schedule appointments
• Sound knowledge of Office Practices and procedures
• Consistently approaches work with energy and a positive constructive attitude
• Good Records Management skills

Minimum Required Education and Experience

Specific knowledge (however acquired) required to start: 

• Excellent typing skills 

Qualifications and Experience 

• First degree in Administrative Management 

OR

• Diploma in Secretarial Studies, Administrative Management, Management Studies or equivalent
• Four (4) CXC subjects at the General proficiency level including English Language 
• Three (3) years related working experience 

Continuous Professional Development 

• Evidence of continual professional development measures taken appropriate to management and leadership 

Authority:

• Access confidential information 
• Screen calls and visitors 
• Monitor stationery levels and request reordering 
• To receive and provide information on behalf of the Chief Technical Director 
• Manages a staff compliment of one (1) person 
• Scheduling and prioritizing appointments and engagements for the Chief Technical Director
• Contributes to replies to certain correspondence 

Specific Conditions associated with the Job

• Normal working condition 
• Long hours in the use of computers, copy and fax machines and other office equipment

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.