Administrative Assistant - Strategic Planning and Research Branch

KEY OUTPUTS

• Incoming and outgoing correspondence logged and routed; 
• Correspondence (letters, reports memoranda) prepared; 
• Telephone calls screened/received and directed or message/information logged and dispatched; 
• Meetings coordinated; 
• Minutes recorded, transcribed and distributed; 
• Supervisor’s diary maintained. 

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, to the various units/departments and other agencies; 
• Screens visitors and telephone calls for the supervisor and assists with clients’ requests where possible; 
• 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 transmits to the 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 on behalf of the supervisor; 
• Maintains the supervisor’s diary; 
• Liaises with Heads of Sections and other personnel to facilitate administrative support;
• Compiles and reviews monthly and annual reports; 
• Collects and compiles the Branch’s/Section’s budget; 
• Researches and provides information to the supervisor for the preparation of reports; 
• Follows-up on directives given and requests made by the supervisor; 
• Establishes and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Manages urgent correspondence, faxes and emails in the absence of a Head of Unit; 
• 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 supervisor. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• All correspondence is logged and dispatched within the stipulated time; 
• All correspondence, reports, minutes, etc are accurately prepared in the required format and submitted within the stipulated time frame; 
• Calls received are properly screened, messages correctly recorded where necessary and relayed as soon as the supervisor or relevant Officers are available; 
• All meetings are properly arranged and attendees informed within the stipulated time; 
• The Minutes of meetings are recorded, correctly transcribed and circulated to the relevant persons by the stipulated time; 
• The Supervisor’s diary is updated on a daily basis with schedules or cancelled appointments and the supervisor informed; 
• Accurate, comprehensive reports are prepared in the stipulated format and submitted by the due date.

AUTHORITY TO:

• Provide information; 
• Schedule and cancel appointments; 
• Open correspondence. 

REQUIRED COMPETENCIES

Specific Knowledge 

• Comprehensive knowledge of office procedures and practices; 
• Comprehensive knowledge of computer systems and the relevant applications;
• Knowledge of budget preparation/accounting principles; 
• Knowledge of TAJ’s Code of Conduct. 

Required Skills and Specialised Techniques 

• Excellent organizing and time management skills; 
• Excellent communication, interpersonal and team skills; 
• Ability to work on own initiative.

Qualification and Experience 

• Associate Degree in Business Administration or the equivalent; 
• Certificate in Administrative Professional / Certificate in Administrative Management Level 3 (CAM 3)/ or Certified Professional Secretary designation (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.