Administrative Officer (Level 3)

Job Purpose

Under the direct supervision of the Manager, Contraband Enforcement Team, the Administrative Officer is responsible:

• For providing research, technological and administrative support
• to manage office support systems and resources to ensure the effective and efficient functioning of the office.
• He/she often makes decisions when the executive is unavailable and write correspondence and creates reports.

Key Responsibility Areas

Technical/Professional Responsibilities

• Assists with the compilation for the supplies and material resources of the Unit’s budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Manages the inventory and distribution of office supplies for the Unit.
• Obtains quotations and finalizing arrangements for purchase of goods and services, including monitoring approval of payments made in accordance with the procurement guidelines.
• Manages the documentation system for the Unit by maintaining the document classification, filing, storage and retrieval system as well as the security of confidential files and documents.
• Supports staff in the implementation of the PMAS by providing forms and copies and ensuring that Departmental staff completes documentation within the required timeframe.
• Maintains leave files for all staff of the Unit.
• Assists with the arrangements and orientation of new staff for the Unit.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares report and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated in an accurate and presentable manner.
• Processes incoming and outgoing correspondence in accordance with established procedures and checks email sent to the Unit and brings to the Senior Executive items which must be dealt with at that level.
• Maintains copy files of official correspondence received by email and of computer-generated documents.
• Coordinates travel arrangements and prepares itinerary for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information in accordance with established standards

Management & Administrative Responsibilities

• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organizing relevant information and documents; securing venue and refreshments; takes minutes at meetings; and reproduce and distributes in accordance with established guidelines.
• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings as well as for routine and special appointments for the Senior Executive, advising of matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follow through on issues in a timely manner

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements;
• Identifies and incorporates the interests and needs of customers in business process design;
• Ensures critical success factors are identified and meets expectations

Other Responsibilities

• Performs any other duties assigned from time to time.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Associates degree in Management Studies or similar field from a recognized university or certified Administrative Professional designation or completion of Certificate in Administrative Management (Level 1/2) (MIND), or equivalent qualification
• One year of administrative experience
• Training in records management and exposure to office management and procurement procedures.
   

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in various office outfitted with standard office equipment and specialized software.
• Involves working in a fast-paced environment with on-going interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen
• Handles all telephone calls into the Senior Executive office