Administrative Assistant (GMG/AM 3)

Job Purpose

Under the general direction of the Senior Director, Corporate Communications and Public Relations, the Administrative Assistant is responsible for the provision of administrative and logistical support services to the Senior Director and to the Unit, to enhance the overall management and operations. The Administrative Assistant co-ordinates the activities of the office, organizes meetings, and manages/monitors the Senior Director’s calendar, drafts reports and other documentations; undertakes research on special projects to support the work of the Branch and to allow for the efficient delivery of Communication and PR services to the stakeholders. 

Key Responsibilities

Technical/Professional: 

• Provides administrative and logistical support to the Director and staff within the Unit, to ensure effective performance; 
• Plans, organizes and co-ordinates the administrative activities of the Unit, to ensure that it is appropriately managed, and that policies and procedures are adhered to when executing functions; 
• Manages the calendar and schedules appointments for the Director; 
• Conducts follow up and relevant research on matters escalated to the Director and the Unit, and provides responses as appropriate; 
• Processes all correspondence addressed to the Director, and routes documents as appropriate; 
• Liaises with internal and external stakeholders and clients, providing credible and professional service and support regarding the activities of the Unit; 
• Reviews and edits reports, letters and other key outputs, as directed; 
• Composes and prepares official correspondence, and co-ordinates the dispatching and progression of these documents; 
• Compiles and conducts relevant research and background information for speaking engagements, briefs and presentation for Director and in support of the Unit;
• Ensures that adequate office requirements and inventory such as furniture, stationery and equipment are provided and maintained; 
• Maintains and establishes records management systems to ensure that confidential documents, electronic and hard copy, are secured and stored in keeping with established policies; 
• Liaises with the Accounts Unit to ensure that suppliers’ and vendors’ invoices are paid in a timely manner; 
• Prepares commitment, requisition forms and purchase orders for the payment of goods and services; 
• Makes travel arrangements for the Director and other officers on official business;
• Makes purchases of stationery and office supplies, in accordance with specific guidelines;
• Ensures visitors and incoming calls to the Senior Director’s Office are received and screened and escalated/referred, as appropriate. 

Management/Administrative: 

• Contributes to the development of the Unit’s Strategic and Operational Plan and Budget;
• Transcribes and distributes meeting Minutes, memoranda and other documents;
• Develops Individual Work Plans based on alignment with the Unit’s Plan;
• Participates in meetings, seminars, workshops and conferences, as required;
• Prepares reports and project documents, as required; 
• Performs all other duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Highly customer focused/customer service driven 
• Excellent use of ICT devices in customer interactions 
• Excellent understanding of ICT etiquette/manners 
• Very good multitasking skills 
• Highly developed confidentiality in dealing with customer issues and data
• Excellent oral and written communication skills 
• Sound knowledge of the Public Service machinery 
• Possesses dexterity in keyboarding and hand and eye co-ordination 
• Good professional disposition

Minimum Required Qualification and Experience

• Bachelor’s Degree in Administrative Management or Business Administration or related Social Science; 
• Two (2) years’ experience in a related field. 

OR 

• Administrative Management – Level 2, Management Institute for National Development;
• Four to five (4-5) years’ general office experience. 

Special Conditions Associated with Job

• Required to work outside of normal working hours occasionally; 
• Attend conciliation and other meetings, as necessary; 
• Stressful and critical deadlines for completion of projects. 

Please note that only shortlisted applicants will be contacted.