Administrator/Customer Service Officer (GMG/AM 4), Justice Center

KEY RESPONSIBILITIES

• Logs and monitors incoming/outgoing calls/clients, route and direct accordingly;
• Takes and transcribes notes and produces minutes/reports;
• Monitors, updates and submits attendance register;
• Schedules and coordinates meetings for the Centre;
• Establishes and maintains a records management system for the Centre;
• Records incoming and outgoing mail and distributes accordingly;
• Drafts responses to routine correspondence for relevant signature;
• Monitors activities on behalf of the Justice Centre for stationery and office supplies and ensures the accuracy of the office’s stationery and supplies;
• Proof reads documents for accuracy, completeness and conformity to established formats;
• Identifies and reports infrastructure problem to the Management of the Centre;
• Management of the office’s physical resources, such as printers, computers, phones etc. and promptly report for the repair or replacement of faulty equipment;
• Compiles, stores and retrieved management data;
• Assist with arranging sensitization sessions;
• Performs any other duties as assigned.

REQUIRED COMPETENCIES

Core

• Good oral and written communication skills
• Ability to work on own initiative
• Integrity
• Adaptability
• Team work and cooperation
• People management skills
• Customer and Quality Focus
• Good interpersonal relations
• Time management skills

Technical

• Excellent administrative and secretarial skills
• Proficiency in word processing and standard computer applications
• Knowledge of basic office management and records management
• Ability to interact with individuals from diverse cultural backgrounds

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree in Administrative Management/Business Studies or any other related field;
• Three (3) years related working experience.

OR

• Diploma in Secretarial Studies from a recognized institution;
• Four (4) CXC subjects at the general proficiency level including English Language;
• Five (5) years related working experience.

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