Administrative Support Officer (Level 5)

Job Purpose

The Administrative Support Officer is responsible for the provision of direct and confidential support to the Senior Director, Finance and Accounts, ensuring effective and efficient workflow with internal and external customers. The Administrative Support Officer is required to independently manage, organize, monitor, conduct research, prepare reports and execute a wide variety of secretarial and administrative duties to enhance and simplify the work processes and operations of the Branch, and to perform other related duties assigned. 

Key Responsibilities

• Provides high-level administrative functions for the Senior Director, Finance and Accounts regarding related services and activities of the Unit; 
• Collates information for the Senior Director, Finance and Accounts from various Divisions of the Authority and external agencies and, acts as a focal point for the dissemination of information within the Branch; 
• Assists the Senior Director, Finance and Accounts in solving problems and bringing about a resolution of technical issues by conducting research and compiling and providing information/files as required; 
• Prepares accounting documents including tables and graphs, as well as financial reports and financial statements; 
• Researches and compiles information, as required by the Director, for various meetings;
• Prepares agenda and makes arrangements for meetings; 
• Attends meetings, records Minutes and prepares for circulation; 
• Provides necessary support to the Director, including following up on action items and their implementation; 
• Takes dictations, transcribes and prepares the documents for signature;
• Prepares draft letters, memoranda and reports from notes; 
• Composes routine correspondence; 
• Receives, opens, sorts and distributes incoming correspondence; 
• Files correspondence and other documents and maintains a record of the movement of files; 
• Establishes and maintains an effective filing system to ensure easy retrieval of accounting files, and ensures the security of confidential financial records; 
• Screens and refers calls to relevant officers; 
• Maintains diary and schedules appointments; 
• Accesses and sends e-mail via internet; 
• Faxes/photocopies documents;
• Follows up on requests made by Director; 
• Maintains stationery inventory and ensures that stationery is available to members of the Unit; 
• Maintains the Branch’s Attendance Register; 
• Performs other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Oral and written communication 
• Planning & organizing 
• Confidentiality and integrity 
• Teamwork and co-operation. 
• Initiative 
• Integrity 
• Customer & quality focus. 

Technical 

• Sound knowledge of the policies, programmes and regulations of the NFA.
• Sound knowledge of The Staff Orders and the Public Service Regulations
• Sound knowledge of administrative and secretarial practices and procedures
• Excellent records and information management skills 
• Proficiency in shorthand, speedwriting and typewriting, 
• Proficiency in the use of relevant computer applications 
• Ability to maintain calendars and schedule appointments 
• Ability to record and transcribe meeting minutes 

Minimum Required Qualification and Experience

• Associate Degree in Public Administration or Business Administration or Management Studies or related discipline from a recognized tertiary institution 
• Training in the use of a variety of software applications. 
• Three (3) years related experience in a comparable working environment.

OR 

• Diploma in Public Administration or Business Administration or Management Studies.
• Training in the use of a variety of software applications. 
• Five (5) years experience in a comparable working environment. 

OR 

• Certified Administrative Management (Level 2) 
• Training in the use of a variety of software applications. 
• Six (6) years experience in a comparable working environment. 

Special Conditions Associated with the Job

• May be required to work on weekends or holidays to complete projects.
• May be required to travel locally for short periods.

Please note that only shortlisted applicants will be contacted.