Administrative Assistant (GMG/AM 3)

Key Responsibilities

Management/Administrative: 

• Schedules and organizes all internal and external meetings for the Director;
• Maintains calendar of activities, meetings, and various events for the Director;
• Manages all incoming and outgoing correspondence addressed to the Director;
• Receives and screens visitors and ensures that they are directed to the relevant officers or Department/Unit; 
• Assists in the preparation of the Operational and Strategic Plans for the Division, as well as Unit and Individual Work Plans for signing and submission; 
• Manages the leave cards for the Directors that fall under the responsibility of the Division;
• Participates in the co-ordination of Special Projects assigned to the Director;
• Ensures the ease of access to up-to-date information and speedy retrieval;
• Ensures the security of official and confidential records. 

Technical/Professional: 

• Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from rough draft or verbal instructions; 
• Composes routine correspondence; copies, disseminates, and posts documents and information as appropriate; 
• Responds to routine and other correspondence; 
• Compiles and prepares data from various sources including accounting, statistical, and related documents; 
• Creates and maintains a computer-based tracking system for information and reports sent to and received from the Department/Units under the purview of the Division; institutes and manages follow-up mechanisms to ensure follow-through on action items and efficiency of the Division; 
• Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports; 
• Attends meetings hosted by Director to record Minutes and reproduces same for circulation; 
• Establishes and maintains a system for the control of confidential files;
• Conducts research and collates information for the Director;
• Provides support for the planning of events hosted by the Division; 
• Accesses, sends and manages e-mails on behalf of the Director; 
• Directs telephone calls and messages to relevant persons in the Division;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Knowledge of the operations of Government; 
• Good knowledge of the Ministry’s policies, practices and procedures; 
• Good oral and written communication skills; 
• Ability to use judgement and work on own initiative; 
• Good interpersonal skills; 
• Good problem-solving skills; 
• Excellent time management, planning and organizational skills; 
• Good customer service skills (good at managing internal and external relationships);
• High level of integrity; 
• Good with teamwork and co-operation; 
• Ability to work under pressure; 
• Good social skills. 

Technical: 

• Sound knowledge of administrative principles and practices; 
• Sound knowledge of modern office processes and procedures; 
• Knowledge of protocol procedures and practices; 
• Proficiency in shorthand (100 - 120 wpm) and typewriting (50 - 55 wpm);
• Proficient in Microsoft Suite (Word, Excel, Outlook and PowerPoint). 

Minimum Required Qualification and Experience

• Diploma or Associate in Degree in Administrative Management or Business Administration/Business Studies from an accredited institution; 
• Four (4) years’ experience in working in the Public or Private Section in the administrative field or related environment.

Please note that only shortlisted applicants will be contacted.