Executive Assistant to the Permanent Secretary (GMG/SEG 1)

Key Outputs:

• Reports prepared 
• Minutes taken and reproduced 
• Drafts of Letters prepared 
• Research conducted 
• Documents reproduced 
• Cabinet Submission database maintained 

Key Responsibility Areas:

• ? Participates in the preparation of Cabinet Submissions 
• ? Follows up on correspondences sent internal/external to ensure action 
• ? Proof reads 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 
• ? Follow up on the directives given and requests made by the Permanent Secretary
• ? Research 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 
• ? Assist in preparation of the annual budget for the Office 
• ? Assist in monitoring the supply and distribution of unit’s office stationery 
• ? Assist in procurement activities on behalf of the OPS for goods and supplies and ensures the adequacy of the Office’s stationery and supplies. 
• ? Assist in coordinating and scheduling meetings for Permanent Secretary’s attendance
• ? Performs other related functions assigned from time to time by the Permanent Secretary 

Performance Standards:

• Response to correspondence are received in the agreed time frame 
• Minutes prepared are accurate, formatted and submitted within established time frame
• Stationery supplies are adequate and within budget 
• Information disseminated 
• Pertinent and comprehensive information provided within the prescribed time frame and form
• Action agenda prepared and presented within specified time frame 
• Confidentiality, integrity and professionalism displayed in the execution of the duties and personal conduct at all times 
• Co-ordination and effective working relations with other divisions, portfolio entities and other stakeholders that interact with the Permanent Secretary.

Required Competencies:

Core Competencies 

• Oral Communication 
• Written Communication 
• Integrity 
• Team Work & Cooperation 
• Initiative
• Compliance
• Interpersonal
• Adaptability
• Customer and Quality Focus
• Time Management

Technical/Functional Competencies 

• Excellent knowledge of relevant computer software applications
• Excellent knowledge of research methodology
• Excellent organizing and co-ordination skills

Key Competencies 

• 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
• Tact and decorum when dealing with people

Minimum Required Education and Experience

Specific knowledge (however acquired) required to start: 

• ? Experience in researching, analyzing and preparing various documents such as briefing notes or business cases, to senior management on complex issues. 

Qualifications and Experience 

• Bachelors Degree in Sociology or Social Science with strong research component 
• Three (3) years work experience 

Continuous Professional Development 

• Evidence of continual professional development measures taken

Authority:

• To order stationery and office supplies 
• To receive and provide information on behalf of the Permanent Secretary 
• Re-route calls and correspondence 
• Check documents for accuracy

Specific Conditions associated with the job

• Long work hours and working on public holidays when necessary 
• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. 
• May be required to travel locally and overseas to attend conferences, seminars and meetings. 

The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.