Administrative Support (GMG/AM 2)

Key Responsibilities

Management/Administrative: 

• Participates in the Unit’s strategic planning process; 
• Provides advice/guidance to all members of staff in the interpretation and application of government policies, rules and regulations; 
• Provides advice/guidance and support to the Manager; 
• Represents the Unit at meetings, seminars and workshops. 

Technical: 

• Assists with the preparation of the Budget, strategic, operational and workplans for the Unit; 
• Maintains the Unit’s staff list; 
• Prepares reports for submission to the Manager; 
• Submits recommendations through the Manager/Registrar to the Human Resource Division for acting appointments, promotions, appointments, vacation leave, study leave, recreational leave and sick leave; 
• Prepares and submits letters of justification for the operation of posts within the Unit; 
• Monitors Attendance Register and maintains leave cards for the entire Unit; 
• Procures and maintains stationery; 
• Checks office equipment and furniture for suitability and damage; 
• Prepares and dispatches official documents; 
• Establishes and maintains filing systems; 
• Distributes salary advice. 

Human Resource Management: 

• Monitors and evaluates the performance of directs reports, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attaining established personal and/or organizational goals; 
• Participates in the recruitment of staff for the Division/Unit and recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures; 
• Provides leadership and guidance to direct reports through effective planning delegation, communication, training, mentoring and coaching; 
• Ensure the welfare and developmental needs of staff in the Division/Unit are clearly identified and addressed; 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to Division’s and organization’s goals; 
• Allocates and schedules work; allocates monthly mileage to travelling officers; 
• Performs any other related duties assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good oral communication skills 
• Excellent planning and organizing skills 
• Strong customer and quality focus skills 
• Good time management skills 
• Good interpersonal skills 
• Problem solving and decision making skills 
• Methodical 
• Teamwork and co-operation 
• Initiative 

Technical: 

• Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures 
• Sound knowledge of human resource management and administration
• Proficient in relevant computer applications 

Minimum Required Qualification and Experience

• Diploma/Certificate in Human Resource Management, Public Administration, Management Studies 
• Two (2) years’ experience at a supervisory level. 

Please note that only shortlisted applicants will be contacted.