Administrative Assistant (GMG/AM 3)

Qualifications and Experience:

• Diploma in Business Administration OR 
• Certificate in Administrative Management (MIND) Levels 1 -3 or equivalent 

Plus 

• Minimum of three (3) years’ working experience as an Administrative Assistant to a Senior Manager

Specific Knowledge, Skills & Competencies:

• Knowledge of Office Administration 
• Knowledge of Supplies Management 
• Knowledge of Events Planning 
• People Management skills 
• Appointment Scheduling 
• Working knowledge of Computer applications such as Microsoft Word, Excel & Power Point
• Minutes taking and shorthand skills 
• Excellent oral and written communication skills 

Key responsibilities will include:

Technical/Professional/Administrative 

• Providing secretarial and administrative support services to the Director, Operations and Maintenance for the production of letters, memoranda, minutes and other official documents.
• Receiving telephone calls and visitors, making appointments and confirming meetings.
• Ensuring meetings within the department are properly arranged and discussions and actions properly documented and communicated to staff within the department. 
• Monitoring of queries directed to the department and providing where possible, necessary advice or information required by clients. 
• Maintaining schedule of all appointments and official engagements of the Director, Operations and Maintenance and issuing reminders to ensure fulfilment. 
• Assisting in the maintenance of effective client relations by determining the nature of enquiries from visitors and callers. 
• Liaising as necessary between Director, Operations and Maintenance and the other staff within the department for dissemination of information and instructions. 
• Ordering and maintaining inventory or stationery used in the department as well as distributing stationery to the staff. 
• Instituting the necessary control systems for stationery and communication within the department.
• Preparing monthly attendance and punctuality reports for staff so as to verify allowances for working beyond normal working hours. 
• Establishing and maintaining a records management system/procedure for the department.
• Performing follow-up to secure timely response from internal and external entities in respect to letters and memoranda emanating from the department. 
• Preparing draft responses, letters, memoranda, reports and notes of meetings.
• Maintaining a filing system for the Director to facilitate the easy retrieval of documents.
• Making the required arrangements for the repair and replacements of office equipment. 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED