Team Administrative Officer (Level 4) - Internal Audit Division

Job Purpose

Under the direction and supervision of the Senior Executive, the Team Administrative Officer is responsible to:

• Provide research, technological and administrative support to the Directors.
• Manage office support systems and resources to ensure the effective and efficient functioning of the office.
• Makes decisions when the executive is unavailable.
• Write correspondence and create reports.

Key Responsibility Areas

Technical/Professional Responsibilities

• Assist with compiling the supplies and material resources of the Branch's budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Manage the inventory and distribution of office supplies for the Branches.
• Obtain quotations and finalise arrangements for purchasing goods and services in conjunction with the Public Procurement Management Branch, including monitoring approval of payments made per the procurement guidelines.
• Manage the documentation system for the Branch by maintaining the document classification, filing, storage and retrieval system and the security of confidential files and documents.
• Assist with the arrangements and orientation of new team members.
• Assemble and disseminate information to internal and external personnel as required.
• Prepare reports and written materials for presentations, meetings and conferences and respond to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated accurately and presentable.
• Processes incoming and outgoing correspondence per established procedures, checks emails sent to the Branch and brings to the Senior Executive items which must be dealt with at that level.
• Maintains copy files of official email correspondence and computer-generated documents.
• Coordinate travel arrangements and prepare itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information per established standards.

Management/Administrative Responsibilities

• Support team members in implementing the PMAS by providing forms and copies and ensuring all complete documentation is within the required timeframe.
• Maintains leave files for all team members.
• Coordinate logistics for meetings hosted by the Directors, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing per established guidelines.
• Collaborate on heavy calendar management, requiring interaction with internal and external executives, assistants, and consultants to coordinate various complex executive meetings and routine and special appointments for the Directors, advising of matters requiring prompt attention.
• Prioritise and manage multiple projects simultaneously and follow through on issues promptly.
• Carries out other technical-related duties that may be required.

Customer Service Responsibilities

• Assures the maintenance of customer service principles, standards, and measurements.
• Oversees the identification and incorporation of the interests and needs of customers in business process design. 
• Ensures critical success factors are identified and meets expectations.

Other Responsibilities

• Performs all other duties and functions as may be required occasionally.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health & Safety Policies & Procedures.

Required Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert level written and verbal communication skills.
• Strong initiative and resourcefulness skills
• Strong decision-making skills.
• Strong customer orientation skills.
• Ability to interact with staff at all levels in a fast-paced environment.
• Ability to work independently with little or no supervision.
• Good teamwork and cooperation skills.
• Communicate Effectively: Speak, listen and write clearly, thoroughly and timely using appropriate and effective communication tools and techniques.
• Strong analytical, planning, organising and problem-solving skills.
• Establish and maintain positive working relationships with others internally and externally to achieve the organisation's goals.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organisational parameters.
• Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organisational effectiveness.
• Excellent calendar management skills, including the coordination of complex meetings.
• High level of professionalism, integrity and confidentiality.

Technical

• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.
• Proficiency in the use of computer programs for Microsoft Office
• High-performance output in terms of accuracy and efficiency

Minimum Required Education and Experience

• A Bachelor's Degree in Business Administration, Management Studies, Administrative Management or related discipline from a recognised university
• Certified Administrative Professional designation/completion of Certificate in Administrative Management (Level 3/4) (MIND).
• Certification in Human Resource Management would be advantageous.
• At least two (2) years of administrative support experience.
• Training in records management and exposure to office management.
• High-performance output in terms of accuracy and efficiency

Special Conditions Associated with The Job

• Work will be conducted in offices with standard equipment and specialised software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls to the Executive’s office.
• Attends meetings off-site from time to time.