Strategic Objectives of the Division (in which the position is located):
Enhance effectiveness in resource management and service delivery resulting from sustained operational efficiency across key functional areas and adequately staffed functional team to support improved effectiveness in delivering justice services.
Job Purpose
Under the direction of the Director, Organizational Development and Change Management, the Administrative Assistant is responsible for the provision of administrative support for the Unit and liaises with other Units, Divisions and Branches on behalf of the Director. The incumbent assists in the coordination of the activities of the unit including preparation of technical documents and reports, events and arranging meetings.
Key Outputs:
- Calendar/electronic diary maintained
- Office systems, policies and procedures developed, implemented and maintained
- Request for information coordinated and disseminated
- Research conducted and findings summarized
- Meetings scheduled and coordinated
- Telephone and written communication properly done
- Filing system maintained and secured
- Incoming and outgoing correspondence recorded and dispatched
- Travelling register maintained
- Meetings attended, notes taken and minutes produced
- Customer service principles maintained
- Monthly status reports prepared
- Reports prepared
- Individual Work plan developed
Key Responsibility Areas:
- Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination;
- Organizes meetings for the Director and staff as necessitated;
- Maintains the Director’s diary electronically by recording appointments, meetings visit etc. on a day to-day basis and confirms, cancels and reschedules appointment on the Director’s behalf;
- Attends meetings as required, makes notes and produces minutes for dissemination and follow-up action;
- Manually logs receipt and dispatch of correspondence;
- Handles routine correspondence on behalf of the Director by retrieving and sending correspondence from intranet and internet;
- Receives and disseminates information on behalf of the Director’s office;
- Creates and maintains audit reports database with weaknesses, recommendations, management response and the implementation status of recommendations;
- Updates and maintains database with reports and documentation;
- Assists with formatting and issuance of reports and documents produced by the Director’s office;
- Follows-up with Agencies/Departments to ensure the submission documents to aid the work of the Director’s office;
- Maintains monthly attendance reports for Director’s office;
- Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official;
- Addresses matters relating to the general maintenance of the Director’s office;
- Liaises with internal and external stakeholders;
- Drafts letters and memoranda for the Director 's signature;
- Conducts research and prepare draft responses to correspondence for vetting by the Director;
- Keeps abreast of the progress of activities within the MOJ, providing background information, as well as preparing briefs for the Director for participation in meetings;
- Makes travel and accommodation arrangements for the Director when necessary;
- Prepares and disseminates internal advisories from the Director’s office to internal stakeholders;
- Follows-up with entities/divisions regarding submission of management responses to communique;
- Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
- Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.
- Develops Individual Work Plan based on alignment to the overall plan for the unit;
- Participates in meetings, seminars, workshops and conferences as required;
- Prepares reports and programme documents as required;
- Maintains customer service principles, standards and measurements.
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Unit’s and organization’s goals;
- Assists with the preparation of presentations on role of Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Office systems, policies and procedures developed, implemented and maintained that ensures the efficient and effective operation of the organization;
- Request for information coordinated and disseminated in keeping with agreed standards and timeframes;
- Research conducted and findings summarized are evidence-based and in keeping with agreed standards and timeframes;
- Calendars, schedules, itineraries are efficiently coordinated and maintained, and the Director’s and team updated and briefed in a timely manner;
- Filing system maintained and secured according to GOJ guidelines and practices;
- Incoming and outgoing correspondence recorded and dispatched in accordance to established standards and timeframes;
- Travelling register maintained in keeping with the agreed standards and timeframes;
- Meetings attended, notes taken and minutes produced in accordance with the agreed standards and timeframes;
- Director updated in a timely manner on the status of issues, assignments and matters requiring attention;
- Customer service principles maintained in keeping with the organization’s customer service charter;
- Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner;
- Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner;
- Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information;
- Confidentiality of information and communication, oral and written, is maintained at all times;
- Individual Work plan developed in accordance with the Corporate and Operational Plans.
Required Competencies:
Core Competencies
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional Competencies
- Accountability
- Attention to Detail
- Goal/Results Oriented
- Methodical
- Planning and Organising
- Problem Solving and Decision-making
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Other Competencies
- Excellent knowledge of the Public Service Regulations, Staff Orders, Financial and Administration and Audit Act and other regulations and procedures governing the Public Sector
- Comprehensive knowledge of government accounting principles, circulars and practices
- Knowledge of research and statistical methods and techniques
- General knowledge in budget cash flow preparation
- Ability to compose correspondence and reports
- Knowledge of office management and administrative procedures and practices
- Tact and decorum when dealing with people
- Solid dictation and transcribing skills
Minimum Required Education and Experience
- Associate Degree in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
- Two (2) years’ experience in an administrative environment.
Authority:
- Draft documents;
- Makes recommendations to improve the efficiency of the Director’s office.
Specific Conditions associated with the job
- 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.
- Will be regarded to travel to meetings to support the Director, as applicable.
The Ministry of Justice thanks all applicants for their interest, however only those shortlisted will be contacted.
