Administrator (GMG/AM 3)

Job Purpose 

The incumbent supports the provision of adequate office accommodation, physical facilities, and messenger/bearer services, and to maintain a clean, hygienic and comfortable working environment, conducive to high levels of staff morale and productivity. (S)he coordinates and carries out activities related to mail and messenger services, transportation, security, and ancillary services. 

Key Responsibilities 

Management/Administrative: 

• Researches and analyses data and prepares draft reports on routine matters or other informational or statistical materials required; 
• Prepares special and recurring departmental reports by gathering, compiling and typing data from various sources; 
• Responds to requests, inquiries and complaints from staff, other Departments, Organizations and the general public; refers persons to the relevant authorities where deemed necessary and follows through on the resolution of issues; 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Head of Unit and the various Units; 
• Sets up and maintains pertinent working files (administrative reference and follow-up files of a confidential nature); and keeps confidential correspondence and reports available for easy retrieval and efficient operation of the Unit; 
• Composes and types correspondence, directives, bulletins, schedules, agendas and other documents; 
• Assists in the organization of events and activities by scheduling rooms, issuing information, co-ordinating speakers where relevant, monitoring the budget, etc.
• Manages the Head of Unit’s calendar and arranges tentative schedules for Unit;
• Makes arrangements for meetings; attends meetings and prepares and transcribes Minutes; 
• Makes travel and accommodation arrangements as required; 
• Answers the telephone, screens callers, and takes and relays messages;
• Receives, greets and directs visitors to the Department; 
• Opens, sorts and screens mail for the attention of the Unit head of Unit; drafts responses on matters for which authority has been delegated;
• Orders office supplies for the Unit and maintains all associated records. 

Technical/Professional: 

• Receives and sorts incoming/outgoing mail and arranges for their dispatch/distribution; liaises with the Drivers accordingly; 
• Maintains the Log and Dispatch Books for correspondence and packages;
• Liaises with Service Providers and the Maintenance Officer regarding office accommodation, physical facilities, and follows through on requests, complaints and concerns received; 
• Performs other related functions assigned from time to time by the Head of Department/Unit
• Liaises with the Office Attendants on behalf of the Unit Head, monitoring the provision of ancillary services and addressing routine requests and concerns. 

Required Knowledge, Skills, and Competencies 

Core: 

• Excellent shorthand/speedwriting and typing skills 
• Excellent interpersonal skills 
• Excellent written and oral communication skills 
• Good time management and organizing skills 
• Good team working and supervisory skills 
• Good analytical skills 
• Ability to work with details 
• Good judgement and initiative 

Technical: 

• Sound knowledge of office practices and procedures 
• Good knowledge of the organization’s policies and operations 
• Knowledge of record keeping and records/file management techniques
• Knowledge of the operation of standard office equipment, including photocopiers, fax machines 
• Working knowledge of relevant computer packages including spreadsheet, word processing, presentation 

Minimum Required Qualification and Experience 

• First Degree in Administrative Management or equivalent qualifications OR Business Administration OR equivalent 
• Certified Professional Secretary 
• At least five (5) years working experience in an administrative position

Special Conditions Associated with the Job 

• Required to travel to meetings locally to take minutes 
• May be required to work beyond normal hours from time to time to meet deadlines

Please note that only shortlisted applicants will be contacted.