Administrative Assistant (GMG/AM 3) - Financial Management Section

Job Purpose

Under the general direction of the Regional, Financial Controller, the Administrative Assistant is responsible for providing proactive administrative and secretarial support in co-ordinating activities, scheduling appointments, preparing Minutes, reports and briefs, undertaking projects related research, and compiling information as well as handling queries, in ensuring the efficient and effective co-ordination and delivery of services and the achievement of the goals and objectives of the Section. 

Key Responsibilities

Technical/Professional: 

• Provides proactive administrative and clerical support to the Regional Financial Controller, in ensuring the efficient and effective co-ordination of activities and the achievement of the goals and objectives of the Section by: 
  • Compiling monthly and annual budgets, operational plans and reports; 
  • managing calendar and schedules and providing regular updates 
  • arranging travel plans and itineraries 
  • co-ordinating meetings, conferences and other events 
  • preparing agendas and packages for meetings 
  • Provides clerical support to the Regional Financial Controller, including:
    • Taking and reproducing Minutes of meetings 
    • Processing incoming and outgoing correspondence 
    • Responding to routine enquiries 
    • Composing and preparing correspondence, memoranda, other documents and presentations 
    • Photocopying, fax and mailing 
• Acts as the chief liaison between the Regional Financial Controller’s Office, staff and the public; 
• Assists in compiling, collating, editing and preparing confidential and sensitive reports;
• Undertakes research and drafting of policies and procedures; 
• Prioritizes and follows-up on issues and concerns addressed to the Regional Financial Controller and refers and/or responds as is appropriate; 
• Receives and screens incoming calls and visitors, provides information or access, takes messages or refers to appropriate staff, as deemed appropriate; 
• Keeps abreast of the policies, procedures and practices of the Ministry to be able to respond appropriately to enquiries, complaints or issues; 
• Ensures security and procedural guidelines are strictly observed, so as to safeguard the confidentiality of documents; 
• Demonstrates professionalism, credibility and integrity in the performance of functions, to enhance and maintain a positive and credible image of the Regional Financial Controller’s Office; 
• Establishes and maintains confidential files and records, electronic and hard copy, in accordance with established policies and regulatory guidelines, to ensure the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail; 
• Maintains an adequate inventory of office supplies and leave and attendance records;
• Prepares Officers’ monthly Travel Allowance forms for submission; 
• Performs any other related duties that may be assigned from time to time by the Regional Financial Controller. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communications skills 
• Excellent interpersonal skills 
• Excellent planning, analytical and organizational skills 
• Ability to determine priorities and schedule and structure tasks in order to meet deadlines
• Ability to work independently without close supervision 
• Ability to demonstrate a high level of professionalism and confidentiality
• Attention to detail 
• Ability to multi-task 
• Maintain confidentiality and integrity in matters of a sensitive nature 

Technical: 

• Knowledge of office procedures and practices 
• Proficiency in the use of computer systems and the relevant applications
• Knowledge of budget preparation/accounting principles 
• Knowledge of Ministry of Education and Youth operation and functions 
• Knowledge of Staff Orders and Public Service Regulations 
• Ability to compose correspondence and reports 
• Ability to review several diverse reference sources and select and synthesize data for reports and other forms of documentation 

Minimum Required Education and Experience

• Associate Degree in Business/Public Administration or equivalent; 
• Three (3) years working experience in an administrative/secretarial position. 

Special Condition Associated with the Job

• Required to work beyond normal working hours.

Please note that only shortlisted applicants will be contacted.