Administrative Assistant (GMG/AM 2)

Job Purpose

Reporting to the Director, Customer Service, the Customer Service Administrator is responsible for providing administrative support to the Customer Service Unit (CSU), by conducting basic research, preparing reports, managing correspondences, implementing an effective follow-up system to track and monitor commitments for the Unit, ensuring timeliness and effectiveness in addressing matters, and proactively scheduling meetings/discussions with key stakeholders to complete the Unit’s deliverables. 

Key Responsibilities

Technical: 

• Ensures that all official obligations are met, by arranging meetings, conferences and ensuring that all relevant parties are advised and arrangements are made;
• Monitors matters that have been submitted to the Director’s/Customer Service Officers’ desks for action, ensuring that they are pursued to completion, and apprise the Director of the results; 
• Prepares agendas, attends meetings and ensures that the Minutes are taken, transcribed and distributed, as required; 
• Liaises with external Ministries, Departments and Agencies (MDAs) on behalf of the Director, Customer Service;
• Responds to requests, inquiries and complaints from staff, other Units, organizations and the general public; refers persons to the relevant authorities, and follows through on the resolution of issues; 
• Proofreads all outgoing reports and correspondence for spelling, grammar, layout appropriateness and making appropriate changes, as necessary; 
• Reads and analyses incoming memos, documents and reports to determine their significance, and plan their distribution, as per directives; 
• Prepares reports, memos, letters and other documents; 
• Prepares responses to correspondence as authorized; 
• Researches and analyzes data and prepares draft reports on routine administrative matters or other informational materials required; 
• Prepares special and recurring departmental reports by gathering, compiling and typing data from various sources; 
• Co-ordinates the flow of paperwork, including periodic and special reports, between the Director, Customer Service office and the various Units; 
• Opens, sorts and distributes incoming correspondence, including electronic communications and dispatches outgoing mail; 
• Develops and maintains a well-organized filing system that permits easy reference and rapid information retrieval; 
• Maintains and monitors the schedule of meetings/events for the Unit; 
• Makes travel and accommodation arrangements for staff, as required; 
• Receives and screens incoming telephone calls to the Director, Customer Service directing calls, taking messages, and eliciting the necessary information to allow timely and accurate responses where appropriate; 
• Receives, greets and directs visitors to the Unit; 
• Provides administrative support to AGD’s Committee Meetings; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good problem-solving and analytical skills 
• Customer focus 
• Results focus 
• Integrity 

Technical: 

• Good planning and organizing skills 
• Records management skills 
• Business writing skills 
• Knowledge of Legislation, Policies and Procedures 

Minimum Required Education and Experience

• Associate Degree in Business Administration, Management Studies, Administrative Management or related field. 

OR 

• Certificate in Administrative Management (CAM) Level 2; 
• Three (3) years’ administrative experience. 

Special Condition Associated with the Job

• Pressured working conditions with numerous critical deadlines.

Please note that only shortlisted applicants will be contacted.