Administrative Assistant (GMG/AM 3)

Key Responsibilities

Management/Administrative 

To facilitate the smooth operations of the office of the Senior Director, Corporate Co-ordination and provide technical and administrative support in the achievement of the Section’s objectives: 

• Undertakes independent research to support the preparation of documents;
• Drafts responses to letters/documents/reports for review and sign-off by the Senior Director, Corporate Co-ordination; 
• Drafts Quarterly/Annual Performance Reports; 
• Co-ordinates meetings and other events on behalf of the office; 
• Participates in meetings, takes notes, prepares and circulates Minutes and actionable items; 
• Manages and organizes diary and schedules; 
• Updates the Senior Director, Corporate Co-ordination of travel itinerary, meetings, requests for appointments and other engagements; 
• Coordinates logistics for meetings, including booking of meeting room, preparation of documents and arranging for refreshments; 
• Engages in pre and post meeting/engagement activities, and ensures the Senior Director, Corporate Co-ordination is appropriately briefed for engagements;
• Follows up on Senior Director, Corporate Co-ordination’s directives and requests;
• Checks email and ensures correspondence are forwarded to Senior Director, Corporate Coordination 
• Participates in the preparation of Operational Plan/Procurement Plan/Budget for the Division; 
• Manages physical resources, such as printers, computers, phones, etc, and arranges for the prompt repair or replacement of faulty equipment; 
• Orders and secures stationery and other supplies for the office;

To provide exemplary customer service to stakeholders in keeping with the JDF’s Customer Service Charter: 

• Replies to routine queries and refers unrelated queries to the appropriate personnel;
• Makes, receives and routes telephone calls on behalf of the Senior Director, Corporate Co-ordination, or takes messages in his/her absence; 
• Greets, screens and directs visitors to the Senior Director, Corporate Co-ordination;
• Maintains a listing of contact details for stakeholders; 
• Directs calls and messages in a timely manner to the Senior Director, Corporate Co-ordination; 
• Develops and maintains an internal database for monitoring projects, targets and other special assignments; 
• Maintains a follow-up system and liaises with the relevant personnel to ensure timely submission of deliverables; 

Technical/Professional 

To manage the processing and storage of documents on behalf of the Senior Director, Corporate Coordination: 

• Records incoming and outgoing correspondence/files and refers to the attention of the Senior Director, Corporate Coordination for action; 
• Maintains a database for tracking the movement of documents; 
• Maintains an electronic and manual filing system; 
• Encloses correspondence and updates Minute Sheets on respective files;
• Requests, retrieves and returns files to main registry; 
• Faxes, photocopies, binds, dispatches and scans documents as necessary; 

Human Resources 

• Maintains harmonious relationships with colleagues. 
• Performs other related duties assigned. 

Required Knowledge, Skills and Competencies

• Good Oral and Written Communication 
• Team Work & Cooperation 
• Customer & Quality Focus 
• Job knowledge 
• Planning and organizing skills 
• Interpersonal Skills 
• Use of technology 
• Compliance 
• Initiative 
• Goal/Results Oriented 
• Sound knowledge of Staff Orders 2004 for the Public Service and the Public Service Regulations,1961; 
• Excellent knowledge in Human Resource Management practice; 
• Sound knowledge of pension, health and life insurance plans; 
• Ability to multitask and prioritize; 
• High level confidentiality and Integrity; 
• Good counselling skills; 
• Excellent computation skills; 
• Ability to pay attention to details; 
• Good analytical skills 

Minimum Required Qualification and Experience

• Associate Degree in Public Management, Business Administration or equivalent;
• At least three (3) years’ experience in administrative field. 
• Demonstrated experience in managing a corporate office would be a distinct asset; 

Special Conditions Associated with the Job

• May be required to work beyond the normal working hours; 
• May be required to work on weekends and public holidays; 
• Willingness to work under pressure 
• Office located some distance from the main entrance; 
• Maybe subjected to search based on JDF’s rule

Please note that only shortlisted applicants will be contacted.