Administrative Assistant - Organisation Development Section

JOB PURPOSE

To provide administrative support, co-ordinate activities, schedule, calendar management, prepare minutes and reports as well as handle queries. Review and edit section documents to ensure accuracy, proper formatting, and compliance with established standards. The role also involves developing, maintaining, and populating database spreadsheets, 

KEY OUTPUTS

• Incoming & outgoing correspondence logged and routed; 
• Correspondence (letters, reports memoranda) prepared; 
• Telephone calls and visitor screened/received and directed or message/information logged and dispatched; 
• Meetings coordinated, minutes recorded, transcribed and distributed;
• Job Descriptions reviewed and formatted; 
• Organizational Chart verified; 
• Myhr+ system /OD database populated and OD Master list updated 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties 

• Stamps and logs all correspondence received for the supervisor’s office;
• Logs and dispatches all correspondence leaving the supervisor’s office;
• Screens visitors and telephone calls for the supervisor; 
• Populates competence databased generated by the Talent Management Unit; 
• Co-ordinates activities for meetings, transcribes and prepares minutes of meetings; 
• Receives and passes on correspondence requiring attention to the supervisor, 
• Prepares memos, letters, minutes and other correspondence and submits to the supervisor; 
• Formats and reviews letters as per request from supervisor; 
• Receives calls and where necessary records the messages and delivers to the relevant officers as soon as they are available;
• Schedules and arranges meetings for the supervisor and maintains the supervisor’s diary; 
• Liaises with Heads of Sections and other personnel to facilitate administrative support; 
• Compiles the Section’s monthly reports for supervisor’s review and submission; 
• Prepares punctuality and attendance reports for submission to Employee Relations Section; 
• Requests and maintains adequate reorder level of stationery and other office supplies; 
• Compiles the budget and tracks expenses incurred during the financial year; 
• Conducts research and provides information to the supervisor for the preparation of reports; 
• Establishes and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Manages urgent correspondence and emails in the absence of a Head of Unit;
• Reviews and Formats Job Descriptions to ensure quality assurance; 
• Verifies the Organizational Chart following review or amendments alongside Ministry of Finance approval; 
• Updates and verifies post number database for Human Capital Management Enterprise System; 
• Populates and updates the MyHR+ system; 
• Generates vacant and unclear vacant list; 
• Assigns post number to successful candidates from interview listing submitted from the Human Resource Management (HRM) Section; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Director Organization Development. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• All correspondences are logged and dispatched within the stipulated time;
• Meetings coordinated, minutes recorded, correctly transcribed and distributed in keeping established guidelines 
• All meetings are properly arranged and attendees are informed within the stipulated time; 
• The Supervisor’s diary is updated on a daily basis with schedules or cancelled appointments and the supervisor informed; 
• Reports prepared and submitted in keeping with established standards and agreed timelines; 
• All assigned Job Descriptions are reviewed for quality assurance in keeping with established format and timeframe; 
• OD Master list updated and populated in keeping with approved correspondence. 

AUTHORITY TO:

• Provide information as deemed suitable regarding the Section; 
• Schedule and cancel appointments; 
• Open correspondence; 
• Access HR Database/MyHR+

REQUIRED COMPETENCIES

 Specific Knowledge 

• Comprehensive knowledge of office procedures and practices;
• Expert knowledge of Microsoft Suite specifically Excel 
• Knowledge of budget preparation/accounting principles; 
• Knowledge of TAJ’s operations. 

Required Skills and Specialised Techniques 

• Excellent organizing and time management skills; 
• Keen attention to details and problem solving skills; 
• Excellent written and verbal communication, interpersonal and team skills;
• Ability to handle complex and confidential information professionally;
• Ability to work quickly and effectively; 
• Ability to work on own initiative; 

Qualification and Experience 

• Diploma/Associate Degree in Business Administration; or 
• Certificate in Administrative Professional/in Administrative Management 3 (CAM 3)/ or Professional Secretary (CPS) 
• Three (3) years work related experience. 

WORKING CONDITIONS

• Normal office environment

While we thank all applicants for their interest, only short-listed candidates will be contacted.