Administrative Assistant (GMG/AM 3)

JOB PURPOSE

Under the direction of the Senior Director, Agricultural Policy Development & Evaluation (GMG/SEG 5), the Administrative Assistant (GMG/AM 3) is responsible for the provision of administrative support for the Section and liaises with other Divisions, Branches, and external agencies on behalf of the Senior Director. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files thus ensuring the smooth operation of the Section. Additionally, the incumbent provides support for the preparation of the Division’s plans and reports as well as for meetings and events planning. 

KEY OUTPUTS

• Incoming and outgoing correspondence recorded, delivered, and routed.
• Emails downloaded and forwarded 
• Telephone calls answered and messages delivered 
• Letters, memoranda, reports, and other documents drafted 
• Inputs for plans and budgets provided 
• Meetings scheduled, arranged, and attended. 
• Research conducted, and information compiled and disseminated. 
• Appointments Scheduled and diary maintained 
• Confidential filing system maintained 
• Travel schedules/reservations/appointments/meetings/events arranged
• Draft administrative reports and summaries of documents produced and delivered.
• Assignment status reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Administrative/Management Responsibilities 

• Receives, reads, and screens incoming correspondence and reports; makes preliminary assessment of material and follows up to ensure that action is completed. 
• Accesses and sends e-mails via the internet. 
• Assembles and disseminates information to internal and external personnel as requested. 
• Performs a range of administrative duties including preparing invoices, estimates, coordinating meetings, etc. 
• Receives and screens visitors prior to audience with the Senior Director.
• Manages the Senior Director’s appointment diary including liaising with internal and external personnel as necessary. 
• Responds to requests, inquiries, and complaints from organizations and the general public. 
• Conducts research, collates, sorts, and disseminates information as required.
• Refers persons to the relevant officers and follows through on the resolution of issues.
• Produces documents and reports and transcribes minutes for circulation.
• Researches and collates documents for conferences and press briefings.
• Responds to routine correspondence. 
• Monitors matters that have been passed to Officers’ desks for action.
• Accompanies the Senior Director to meetings, seminars, and conferences, takes notes, and records minutes, as required. 
• Arranges meetings, conferences, and other events as directed by the Senior Director by notifying participants, arranging accommodation, preparing agendas and material for presentation and information. 
• Writes itineraries and arranges site visits. 
• Prepares and processes documents; reviews for accuracy and completeness; updates information and makes the required changes. 
• Proofreads and edits documents prepared for the Senior Director’s signature.
• Ensures compliance within budgetary constraints. 
• Keeps records of all deadlines to be met and important matters to be dealt with and interfaces with the relevant officers 

OTHER RESPONSIBILITIES 

• Performs any other related duties which may be assigned by the Senior Director. 

PERFORMANCE STANDARDS

• Incoming and outgoing correspondence recorded accurately and distributed promptly.
• E-mail accessed and sent via the internet. 
• Telephone answered promptly and politely and messages routed as soon as possible.
• Letters, memoranda, and reports produced accurately and within agreed time frame.
• Inputs for plans and budgets provided according to established standards and within the agreed timeframe. 
• Meetings logistics arranged and the Senior Director accompanied as required.
• Appointments Scheduled and diary maintained accurately in keeping with guidelines.
• Confidential filing system maintained in keeping with established standards.
• Effective arrangements for visits/ inspections made within the agreed timeframe.
• Evidenced-based draft reports and summaries of documents produced in the agreed format and timeframe. 
• Assignment status reports prepared accurately and submitted within the agreed time frame. 

REQUIRED COMPETENCIES

Core 

• Good interpersonal skills. 
• Good oral and written communication skills. 
• Excellent customer and quality focus skills 
• Good presentation skills. 
• Good problem-solving and decision-making skills. 
• Strong planning and organizing skills 
• Good analytical thinking, 
• Excellent teamwork, and cooperation 
• Ability to display a high level of initiative and integrity 
• Ability to demonstrate a high level of confidentiality, and professionalism.

Technical 

• Good knowledge of general office administration and procedures. 
• Good minutes and report writing skills. 
• Ability to transcribe material in a clear, accurate and an acceptable manner.
• Good records and file management skills. 
• Proficiency in the use of Microsoft applications. 
• Sound knowledge of manual and web-based research techniques. 
• Good knowledge of the operations of the Government/ Ministry 
• Proficiency in speed writing and typewriting would be an asset 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate Degree in management/Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Three (3) years’ experience in an administrative capacity. 

OR 

• Diploma in Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Four (4) years’ experience in an administrative capacity. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to travel with the Senior Director to meetings, conferences, and seminars Island wide. 
• Required to meet tight deadlines 
• May be required to work on weekends and holidays. 

AUTHORITY

• Accesses confidential information 
• Composes letters and reports 
• Engages a range of related stakeholders

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