Job Purpose
Under the general supervision of the Manager, Infrastructure Maintenance and Development, the Administrative Assistant is responsible for the provision of clerical and administrative support and for liaising with other Divisions/Branches/Sections and external Agencies on behalf of the Manager.
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 Section’s plans and reports, as well as for meetings and events planning.
Key Responsibilities
Technical/Professional:
- Provides proactive administrative support to the Manager in ensuring the efficient and effective co-ordination of activities and the achievement of the goals and objectives of the Section by:
- Managing the Manager’s calendar and schedules and providing regular updates;
- Arranging travel plans and itineraries;
- Co-ordinating management meetings, conferences and other events;
- Preparing and distributing agendas and packages for meetings;
- Reviewing, collating and compiling of Minutes;
- Collating information coming to Manager from various schools and external Agencies, and acts as a focal point for the dissemination of information within the Section;
- Provides secretarial support to the Manager, including:
- Taking and transcribing dictation and taking and reproducing Minutes of meetings;
- Processing incoming and outgoing correspondence;
- Responding to routine enquiries;
- Composing and preparing correspondence, memoranda, other documents and presentations;
- Researches, compiles and prepares reports and briefs for the Manager accordingly;
- Responds to, investigates and follows up inquiries/requests for service/complaints from the public and senior management;
- Prioritizes and follows-up on issues and concerns addressed to the Manager and refers and/or responds as appropriate;
- Receives and screens visitors to the Manager’s Office, provides information or access, refers to appropriate staff, takes messages and/or other action, as deemed appropriate;
- Receives and screens incoming calls, refers to the Manager or appropriate staff, or provides information as appropriate;
- Establishes and maintains record-keeping and administrative systems that ensure the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail;
- Establishes and maintains confidential files and records management systems, electronic and hard copy, in accordance with established policies and regulatory guidelines;
- Controls the movement of files between the Principal Manager, staff of the Branch and other Divisions;
- Maintains an adequate inventory of office supplies to meet the needs of the Manager’s Office;
- Maintains the Leave and Attendance records of staff within the Infrastructure Development and Maintenance Office;
- Maintains computerized and manual files and records including filing, retrieval, retention and storage;
- Ensures security guidelines are strictly observed to safeguard the confidentiality of documents in the Manager’s office;
- Organizes staff meetings, prepares Minutes and disseminates information to key internal or external stakeholders;
- Provides general administrative and clerical support including mailing, scanning, faxing and copying.
Administrative:
- Co-ordinates monthly payment certificates and reports for capital projects for acceptance by the manager, contractor and subcontractors;
- Participates as a member of the Regional team, to provide input on departmental planning and strategic initiatives and leads and/or participates on project teams, as assigned;
- Supports special projects and performs other duties as assigned, in accordance with departmental or divisional/corporate objectives;
- Participates as a member of the Regional Team, in the development, implementation and monitoring of work plans and schedules and procedures, to ensure the proper operation, maintenance, repair and construction of capital civil infrastructure assets;
- Performs other related responsibilities that may be assigned by the Manager.
Required Knowledge, Skills and Competencies
Core:
- Excellent oral and written communication skills
- Excellent planning, organizing and time management skills
- Ability to maintain confidentiality and integrity in matters of a sensitive nature
- Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people
- Ability to determine priorities, schedule and structure tasks in order to meet deadlines
- Ability to work independently without close supervision
- Attention to detail
- good customer service skills
Technical:
- Knowledge of the Education Act and Regulations
- Knowledge of Polices, Rules and Regulations of the MOE&I
- Knowledge of office management and administrative procedures and practices
- Knowledge of the organization and maintenance of filing systems
- Ability to undertake research on and off-line
- Ability to compose correspondence and reports
- Proficiency in MS Office software applications including Outlook, Word, Excel, PowerPoint and database management
Minimum Required Education and Experience
- Associate Degree in Public Administration or Business Administration or Management Studies;
- Graduation from an accredited School of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at the speed of 100-120 words per minute;
- Training in the use of a variety of software applications;
- Three (3) years related experience in a comparable working environment.
OR
- Diploma in Public Administration or Business Administration or Management Studies;
- Graduation from an accredited School of Secretariat Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at 100-120 words per minute;
- Training in the use of a variety of software applications;
- Five (5) years’ experience in a comparable working environment.
Please note that only shortlisted applicants will be contacted.
