Administrator (GMG/AM 4)

JOB PURPOSE

Under the direction of the Principal Director, Agricultural Marketing Information & Incentives (GMG/SEG 6) the Administrator (GMG/AM 4) is responsible for performing general administrative and secretarial duties to support the Office of the Principal Director by administering a range of support activities in managing and coordinating the administrative functions of the Office to ensure smooth and efficient operations and for liaising with other Divisions, Branches, and external agencies on behalf of the Principal Director. 

The incumbent is also required to maintain a proper filing system to facilitate easy access and security of records and files to provide support for the preparation of the Branch’s plans, budgets and reports as well as for meetings and events planning. 

KEY OUTPUTS

• Incoming and outgoing mails recorded sorted and distributed 
• Letters, memoranda, reports and other documents and correspondence produced
• Information and circulars efficiently disseminated 
• Research completed and accurate research findings compiled and presented
• Confidential/classified efficient filing system established and maintained
• Confidential databases developed and maintained. 
• Stock inventory checks undertaken and register of office supplies and equipment maintained. 
• Procurement of stationery and office supplies undertaken 
• Attendance Register maintained 
• Visitors received and directed 
• Telephone answered, calls screened and messages delivered 
• Electronic calendar maintained and meetings and appointments scheduled
• Meeting logistics organized 
• Successfully coordinated meetings, seminars, workshops and other events
• Agenda for meetings drafted, documents organised and circulated as directed
• Minutes and action sheets recorded, transcribed, composed and disseminated
• Internal and external meetings attended 
• PowerPoint presentations prepared 
• Overseas travel arrangements made 
• Monthly Directorate meetings are convened. 
• Satisfied customers 

KEY RESPONSIBILITIES

Administrative Responsibilities 

• Provides administrative support with regard to the services and activities of the Office of the Principal Director. 
• Receives incoming correspondence and documents and routes outgoing correspondence to relevant officers. 
• Maintains a log of all incoming and outgoing correspondence, reports, files and source documents entering and exiting the Principal Director’s office. 
• Receives, screens and, if necessary, re-directs telephone callers and visitors to the appropriate staff and logs all calls and messages. 
• Photocopies and scans documents as required 
• Arranges and monitors the logistics for internal and external meetings.
• Provides administrative and secretarial support for internal and external meetings, which include preparing agenda, information, and resources for meetings; recording, transcribing, and distributing minutes and decisions of meetings; and circulating documents for meetings. 
• Represents the office at meetings, seminars, and workshops as required on and off-site and ensures follow-through with post-meeting actions and decisions. 
• Participates in the planning and organizing of conferences, seminars, training sessions, workshops, and other events as required, inclusive of preparing and circulating agendas, minutes, and other material, arranging venues and refreshments, and contacting attendees. 
• Assists with the process of authenticating documents, affixing seals, and stamping documents. 
• Maintains an up-to-date database of confidential and classified data and records.
• Establishes and maintains databases and computer files and produces monthly reports on activities performed. 
• Creates and maintains up-to-date electronic systems for the management of internal records. 
• Coordinates responses to external requests for information and advises on matters as directed. 
• Reviews operating practices and implements improvements. 
• Maintains up-to-date leave and attendance records and updates leave applications/cards. Monitors the attendance register and prepares monthly attendance reports.
• Updates and suggest improvements to the electronic attendance and punctuality platform for dispatch of information to the Director, Human Resource Management on a monthly basis. 
• Manages the personal records/information of employees of the Office.
• Prepare PowerPoint presentations for the Office as required. 
• Maintains customer service principles, standards, and measurements;

Technical and Professional Responsibilities 

• Composes, types, and dispatches correspondence, reports, and other documents as required. 
• Maintains and manages the Principal Director’s electronic calendar. Schedules and records appointments providing reminders when the dates are approaching.
• Prepares meeting files for the Principal Director. 
• Makes overseas travel arrangements for the Principal Director 
• Monitors and reports on the progress of tasks delegated by the Principal Director to the Divisional Directors and other staff members. 
• Follows up on requests made by the Principal Director (PD) and prepares and provides regular updates on the status of initiatives.
• Maintains an effective filing system to ensure easy retrieval of documents and files and ensures the security of manual and computerized confidential files and records.
• Controls the movement of files between the PD, staff of the Branch, and other Divisions. 
• Conducts research and prepares and/or edits reports or other documents as directed.
• Coordinates the preparation of Reports, Strategic Plans, Operational Plans, Work Plans, Annual Budget, and monthly cash flow for the Office. 
• Requests, procures, and maintains stationery and other office supplies for the Office.
• Conducts monthly stock inventory checks to ensure that items reflect the prescribed internal stock levels.
• Makes recommendations and submits quotations for the purchase of internal stock items. 
• Collates information coming to the PD from various Divisions of the Ministry and external agencies and, acts as a focal point for the dissemination of information within the Division;. 
• Ensures staff are compliant with prescribed GOJ guidelines and policy.

Other Related Duties 

• Performs any other related duties that may be assigned. 

PERFORMANCE STANDARDS 

• Correspondence, reports, and documents produced within the agreed timeframe and in the established format 
• Accurate research conducted and information compiled and submitted within the agreed timeframe; 
• Reports, information, and circulars distributed within the agreed time frame
• Incoming and outgoing mail recorded and distributed within the agreed timeframe
• Minutes of meetings recorded, transcribed, and reproduced within the agreed time-frame and established standards. 
• Efficient filing system developed and maintained in keeping with the GOJ RIM Policy.
• Stationery and office supplies maintained - 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
• Confidential mail sorted, filed, and maintained in keeping with established standards
• Telephone calls are courteously answered in accordance with the Ministry’s Citizen’s Charter and messages promptly conveyed 
• Overseas travel arrangements efficiently and effectively made 
• Visitors and stakeholders promptly and courteously greeted, screened and directed to relevant officers. 
• Highly successful meetings organized and logistics and arrangements for reviews, retreats, and conferences made within the agreed timeframe 
• Electronic calendar maintained and appointments scheduled as needed within the agreed timeframe. 
• Logistics and arrangements for meetings efficiently organized prior to the date of the meeting. 
• Attendance Register maintained in accordance with established standards and attendance reports submitted within the agreed timeframe 

REQUIRED COMPETENCIES AND SKILLS 

Core 

• Ability to work in a high-demand environment. 
• Excellent oral and written communication skills 
• Excellent customer and quality focus skills 
• Excellent interpersonal skills 
• Excellent planning and organizing skills 
• Excellent time management skills 
• Good research and presentation skills 
• Ability to analyze and organize data 
• Able to display tact, diplomacy, and professionalism 
• Ability to demonstrate initiative 
• Ability to manage internal and external relationships 
• Strong integrity and confidentiality 
• Excellent teamwork and cooperation skills 
• Excellent multitasking skills 
• Good problem-solving and decision-making 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 creative and 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 

OR 

• Diploma in Public Administration/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 

• Work will be conducted in an office equipped with standard office equipment and software. The environment is fast-paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• May be required on occasions, to work on weekends and holidays 
• May be required on occasions to travel to attend conferences, seminars and meetings

AUTHORITY

• Access to confidential records 
• Composes letters and reports 

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