Executive Assistant (GMG/SEG 1)

Job Purpose

Under the general direction of the Permanent Secretary the Executive Assistant is responsible for the efficient day-to-day operation of the Office of the Permanent Secretary. The Executive Assistant must demonstrate exceptional organizational skills, attention to detail and proactivity, as the incumbent will be responsible for anticipating the needs of the Executive Office. 

The officer will provide administrative and secretarial support and communicate information on behalf of the Permanent Secretary to members of the public, stakeholders in the science, energy, telecommunication and transport sectors, Heads of Departments and Agencies and other senior executives of private businesses and industries, regional and international agencies to ensure the smooth and effective operation of the office. 

Key Responsibilities

Management/Administrative: 

• Ensures that all official obligations are met, by arranging senior and other management meetings, conferences, and ensuring that all relevant parties are advised and arrangements are made;
• Manages administrative matters for the Office of the Permanent Secretary and makes recommendations for improvements, as may be required; 
• Anticipates the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of issues and problems; 
• Co-ordinates the Permanent Secretary’s schedule and submits a printed version at the start of the workday; 
• Ensures that incoming correspondence are opened, sorted and distributed, including faxes and email; 
• Liaises with Private Sector Heads, Heads of Agencies and Departments to arrange meetings and other businesses on behalf of the Permanent Secretary; 
• Keeps records of all deadlines that have to be met and important matters that have been dealt with, bringing them to the attention of the Permanent Secretary and interfacing with the officers and entities concerned to ensure that the deadlines are observed, and the Permanent Secretary apprised accordingly of the results; 
• Manages the timelines for all upcoming projects, issues, and reports and commitments;
• Manages the office details by relieving the Permanent Secretary of routine requests and matters; 
• Receives and screens visitors and incoming telephone calls to the Permanent Secretary, providing friendly and professional greeting, directing calls, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses and responds, where appropriate; 
• Arranges and schedules appointments for the Permanent Secretary, as requested, supervising and/or ensures the preparation of materials for meetings, as appropriate;
• Manages local and overseas travel arrangements for the Permanent Secretary;
• Delivers urgent Cabinet Submissions/Notes to Cabinet Office, as required;
• Assists with liaising with MDAs, regional and other international bodies/institutions to facilitate follow-up, and ensures the timely and informed implementation of decisions;
• Liaises with the Communications and Public Relations Division regarding the preparation of speeches and other documents required for official engagements. 

Technical/Professional: 

• Conducts research and collates information on subject areas, as directed by the Permanent Secretary, in order to inform and support the decision making process; supports the preparation of position papers, reports and briefs, as required; 
• Examines and quality assures documents prepared by Ministries, Department and Agencies for the signature of the Permanent Secretary; 
• Reviews and summarizes miscellaneous reports and documents; 
• Prepares background documents and outgoing mail, as necessary; 
• Provides accurate word-processing support, by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals; 
• Studies and analyses submissions to the Permanent Secretary and, where appropriate, deals with them or otherwise brings them to early attention so that they can be addressed without delay; 
• Participates in the preparation for visits by regional and international Heads of State and other official events, as required, at the level of the Ministry; 
• Assists in drafting Cabinet Submissions and Ministry papers, as well as other documents, as directed by the Permanent Secretary; 
• Prepares routine monthly reports and other reports, as directed from time to time;
• Participates in the development, implementation and maintenance of appropriate communication, information management and records management systems that facilitate timely and accessible information from the Permanent Secretary’s Office;
• Prepares agendas, attends meetings and ensures that the Minutes are taken, transcribed and distributed, as required; 
• Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information; 
• Performs other related duties that may be determined by the Permanent Secretary from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Customer and quality focus 
• Team work and co-operation 
• Compliance 
• Ability to use own initiative 
• Good interpersonal skills
• Integrity 
• Good planning and organizing skills 
• Good problem-solving and decision-making skills 
• Good analytical thinking skills 
• Change management 

Functional: 

• Good records management skills 
• Use of technology (relevant computer applications – Microsoft Office Suite)
• Ability to maintain calendars and schedule appointments 
• Ability to create, compose, and edit written material 
• Ability to record and transcribe meeting Minutes 
• Ability to maintain calendars and schedule appointments 
• Ability to co-ordinate travel arrangements 
• Ability to create, compose and edit written materials 
• Ability to work under pressure and meet deadlines 
• Research and data analysis skills 
• Job Knowledge - principles and practices of office management and organization
• Ability to multitask, pay attention to detail, under pressure and meet tight deadlines
• Ability to create effective tracking and management systems and to follow up and carry tasks through to successful completion 
• Ability to exercise sound judgement and conviction of purpose in unfavourable or unpopular situations 
• Ability to interface with senior government officials both locally and internationally.
• Ability to manage competing demands comfortably 
• Ability to maintain high ethical standards in the conduct of professional and personal business 

Minimum Required Qualification and Experience

• BSc. Degree in Business Administration, Management Studies, Public Administration, Administrative Management or related field from an accredited tertiary institution;
• Five (5) years’ relevant experience. 

Special Condition Associated with the Job

• May be required to work beyond regular working hours.

Please note that only shortlisted applicants will be contacted.