Administrator (GMG/AM 4)

JOB PURPOSE 

Under the direction of the Chief Technical Director, Policy, Planning & Project Management (GMG/CTD 1) the Administrator (GMG/AM 4) is responsible for the provision of clerical and administrative support and for liaising with other Divisions, Branches, and external agencies on behalf of the CTD. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files thus ensuring the smooth operation of the Division. Additionally, the incumbent provides support for the preparation of the Division’s plans and reports as well as for meetings and events planning. 

KEY OUTPUTS 

• Correspondence and documents produced 
• Information researched and compiled 
• Information disseminated, incoming and outgoing mails recorded and dispatched
• Minutes recorded, transcribed, composed and disseminated 
• Filing system maintained 
• Helpdesk platform monitored 
• Stock inventory checks conducted 
• Visitors received and directed 
• Telephone calls answered, emails downloaded and messages delivered
• Diary maintained and appointments scheduled 
• Meetings scheduled 
• Attendance Register Maintained 

KEY RESPONSIBILITIES 

Technical/Professional Responsibilities 

• Provides administrative functions for the CTD with regards to the related services  and activities of the Division; 
• Coordinates the preparation of the Division’s reports, Strategic Plan, Operational Plan, Work Plans and Budget; 
• Collates information coming to the CTD from various Divisions of the Ministry and external agencies and, acts as a focal point for the dissemination of information within the Division; 
• Organizes, monitors and updates planned programme, activities and appointments. 
• Provides support to the CTD for meetings and events planning by preparing agendas and material, circulating previous minutes, arranging venues and refreshments and contacting attendees;
• Attends meetings, workshops, retreats and conferences on and off site and ensures follow through with post meeting actions and decisions; 
• Follows up on requests made by the CTD and prepares and provides regular updates on the status of initiatives; 
• Develops and maintains a proper filing system to facilitate easy access, retrieval and security of files; 
• Controls the movement of files between the CTD, staff of the Division and other Divisions; 
• Maintains a log of incoming and outgoing correspondence, reports and source documents. 
• Drafts memorandum and prints electronic documents for CTD’s signature;
• Organizes staff meetings, prepares minutes and disseminates information to key internal or external stakeholders; 
• Manages the personal files of employees of the Division and updates leave applications/cards and bio-data for CTD’s signature; 
• Manages the CTD’s diary of event and calendar of events for the Division;
• Manages requests on the Division’s helpdesk platform and assign tickets to appropriate staff member, directly or after consultation with CTD or respective Managers, if requested; 
• Reviews, maintains and conducts monthly stock inventory checks to ensure that items reflect the prescribed internal stock levels; 
• Establishes and maintains databases and computer files and produces monthly reports on activities performed. 
• Establishes and maintains a log of source documents entering and exiting the CTD’s office for relevant stakeholders; 
• Creates and maintains up to date electronic systems for management of internal records; 
• Updates and suggest improvements to electronic attendance and punctuality platform for dispatch of information to the Director, Human Resource Management on a monthly basis; 
• Keeps up to date attendance register for all CTD’s Office staff, making the relevant  notation; 
• Makes recommendation and submits quotation for purchase of internal stock items. 
• Ensure staff are compliant with prescribed GOJ guidelines and policy. 

Other Responsibilities 

• Performs any other related duties, which may be assigned by the CTD. 

PERFORMANCE STANDARDS 

• Correspondence and documents produced within the agreed timeframe and in the established format 
• Accurate research conducted and information compiled and submitted within the agreed timeframe; 
• Incoming and outgoing mail recorded and distributed within the agreed timeframe 
• Minutes of meetings recorded, transcribed and reproduced within three days of meeting. 
• Efficient filing system developed and maintained in keeping with best practice
• Help desk platform consistently monitored and tickets assigned to appropriate staff as directed 
• Monthly stock inventory checks conducted and stocks that are below prescribed inventory levels identified and addressed 
• Official and confidential documents are secured in an efficient filing system
• Telephone calls answered courteously by the third ring and messages promptly
• Highly successful meetings organized and logistics and arrangements for reviews, retreats and conferences made within the agreed timeframe
• Diary maintained and appointments scheduled as needed within the agreed time- frame. 
• Confidential mail sorted, filed and maintained in keeping with established standards 
• Attendance Register maintained in accordance with established standard reports submitted within the agreed timeframe 

REQUIRED COMPETENCIES AND SKILLS 

Core 

• Excellent oral and written communication skills 
• Excellent customer and quality focus skills 
• Excellent interpersonal skills 
• Sound organization and time management skills. 
• Ability to analyze and organize data. 
• Initiative, tact and diplomacy. 
• Ability to manage internal and external relationships. 
• Integrity 
• Teamwork and cooperation 
• Sound multitasking skills 

Technical 

• Good knowledge of the policies, programmes and regulations of the Ministry
• Good knowledge of Staff Orders and the Public Service Regulations.
• Sound knowledge of administrative and secretarial practices and procedures.
• Sound knowledge of modern office procedures. 
• Sound knowledge of records/file management 
• Proficiency in shorthand, speedwriting and typewriting, 
• Good minute and report writing skills. 
• Good research skills and Information technology skills 
• Good information technology skills 
• Ability to transcribe material in a clear, accurate and acceptable manner
• Proficiency in the use of relevant computer applications. 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE 

• Associate Degree in Public Administration or Business Administration or Management Studies.
• Graduation from an accredited School of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at the speed of 100-120 words per minute. 
• Training in the use of a variety of software applications. 
• Three (3) years related experience in a comparable working environment.  

O R 

• Diploma in Public Administration or Business Administration or Management Studies. 
• Graduation from an accredited School of Secretariat Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at 100-120 words per minute. 
• Training in the use of a variety of software applications. 
• Five (5) years’ experience in a comparable working environment. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB 

• Normal office environment 
• May be required, on occasions, to work on weekends and holidays
• May be required, on occasions, to travel 

AUTHORITY 

• Access to confidential records 

Please note that we thank all for responding, but only shortlisted applicants will be contacted.