Administrative Assistant (GMG/AM 3)

Key Responsibilities

Technical/Professional: 

• Contributes to the preparation of the Unit’s Operational Plan, Unit Work Plan and Budget, ensuring that they are consistent with the strategic direction of the Ministry;
• Assists in managing the approved budget for the Unit and prepares requests for the procurement of goods and services for the Unit; 
• Assists in the design and development of policies, systems and plans for the effective co-ordination, implementation and monitoring of the National Shelter Programmes.
• Manages the National Shelter Clients’ Database and communicates information accordingly; 
• Conducts research and compiles data for easy retrieval by the Director;
• Provides support to the Director in the preparation of special events such as workshops, seminars and other activities at the community and national level: 
  • Establishes and implements methods to improve work flow; 
  • Conducts research and collates information as required to implement events;
  • Co-ordinates logistics for events and protocol considerations. 
• Assists in the implementation of the planned activities and programmes, as managed by Director: 
  • Liaises with the relevant stakeholders to make the necessary arrangements to facilitate hosting of activities and programmes; 
  • Participates in the planning of programmes to be executed; 
  • Ensures that information in respect of the programmes are communicated effectively to relevant stakeholders; 
  • Attends meetings, take Minutes and prepares Minutes, as required by Director;
  • Maintains records of the activities conducted during implementation of programmes; 
  • Ensures that relevant reports are prepared at the end of each programme.
• Processes assigned correspondence and provides feedback to the Director, as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk; 
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director; 
• Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received; 
• Attends meetings and other programmes as instructed and prepares reports for submission to Director.

Required Knowledge, Skills and Competencies

Core: 

• Oral and written and communication skills 
• Problem solving and decision making 
• Planning and organizing 
• Flexibility and adaptability 
• Interpersonal skills 
• Team work and co-operation 
• Integrity 
• Initiative 

Technical: 

• Excellent knowledge of office management and administrative procedures and practices
• Good research and analysis skills 
• Excellent customer and quality focus 
• Ability to compose correspondence and reports 
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems 

Minimum Required Qualification and Experience

• A Certificate in Management Studies/Diploma in Administrative Management/Business Administration or its equivalent from a recognised Tertiary Institution 
• Minimum three (3) years’ experience in office administration preferably in a related field. 

Specific Conditions associated with the job

• Typical working environment 
• There can be high pressure when deadlines are to be met 
• Travelling is required 
• Maybe required to work extended hours as well as on weekends and public holidays 

Please note that only shortlisted applicants will be contacted.