Executive Assistant (GMG/SEG 1)

Job Purpose

The incumbent is responsible for supporting the operation of the Office of the Permanent Secretary, by providing efficient and effective administrative services to the Permanent Secretary to ensure that the practices and procedures are consistent with Government Regulations/Guidelines. 

Key Responsibilities

• Participates in the preparation of Cabinet Submissions; 
• Follows up on correspondences sent internally/externally to ensure action;
• Proofreads documents for accuracy, completeness and conformity to established formats;
• Takes and transcribes notes of meetings and reproduce Minutes; 
• Drafts correspondences as directed by the Permanent Secretary; 
• Reproduces, in the correct format, a variety of documents as instructed by the Permanent Secretary ; 
• Liaises with Departments and Agencies on matters relevant to the Ministry, as directed;
• Liaises between the Permanent Secretary and members of staff and transmits instructions to staff; 
• Receives dictation; 
• Follows up on the directives given and requests made by the Permanent Secretary;
• Researches and provides information to facilitate the preparation of critical reports;
• Reproduces confidential and other urgent correspondence, and deals with urgent mail, faxes and emails, as directed; 
• Maintains database for tracking Cabinet Submissions and decisions; 
• Assists in preparation of the annual budget for the Office; 
• Assists in monitoring the supply and distribution of Unit’s office stationery;
• Assists in procurement activities on behalf of the OPS for goods and supplies, and ensures the adequacy of the Office’s stationery and supplies;
• Assists in co-ordinating and scheduling meetings for Permanent Secretary’s attendance;
• Performs any other related duties that may be assigned from time to time by the Permanent Secretary. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Integrity 
• Teamwork and co-operation 
• Initiative 
• Compliance 
• Good time Management skills 
• Good interpersonal skills 
• Adaptability 
• Customer and quality focus 

Technical: 

• Excellent knowledge of relevant computer software applications 
• Excellent knowledge of research methodologies 
• Excellent organizing and co-ordination skills 
• Ability to manage workloads to prioritise amongst conflicting demands
• Ability to work under pressure and meet deadlines 
• Ability to record Minutes and transcribe meeting notes 
• Excellent knowledge of the Ministry’s policies and procedures 
• Ability to compose and edit written material 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Social Science with strong research component;
• Three (3) years’ relevant work experience.

Please note that only shortlisted applicants will be contacted.