Administrative Assistant (GMG/AM 3)

Job Purpose

Under the general supervision of the Manager, Public Relations (Events & Protocol Services) (MCG/IE 5), the Administrative Assistant (GMG/AM 3) is responsible for providing general administrative support to the Branch. The Administrative Assistant will provide general technical and administrative support, including managing, organizing and co-ordinating the workflow of the Branch; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Manager. 

Key Responsibilities

Management/Administrative: 

• Develops Individual Work Plans based on alignment to the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and programme documents as required; 
• Maintains customer service principles, standards and measurements. 

Technical/Professional: 

• Manages calendar for the Branch which includes but is not limited to scheduling appointments, co-ordinating meeting rooms and preparations including refreshments, where applicable; 
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase in the Branch’s efficiency;
• Provides support to members of the Team on specific projects as agreed with the director
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents; 
• Assists with the logistical operations of the Branch with respect to the duties assigned including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions as required; 
• Conducts research and prepares draft summaries/presentations as required;
• Screens incoming calls and correspondence and responds independently when possible
• Maintains electronic and hard copy filing systems, creates and maintains database and 
• spreadsheet files and manages the Branch’s intranet filing system, performs data entry and scan documents; 
• Makes travel arrangements including researching and co-ordinating itineraries, visa requirements, accommodation and other related activities for the Branch; compiles documents for travel related meetings; 
• Ensures that the administrative functions of the Branch such as the preparation of the Time and Attendance Register for submission to the Manager, among other items, are done on a timely basis;
• Schedules and attends Branch and committee meetings, prepares minutes and ensures follow-up actions are done, reproduce, distribute and maintain records of minutes accordingly; 
• Exhibits good courtesy to scheduled and unscheduled visitor; 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates section mail register;
• Attends meetings externally as may be required for the purpose of minute taking, conducting research, compiling supporting documents and related tasks; 
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs; 
• Maintains office supplies for the section by monitoring stock levels, placing and expediting orders through the Corporate Services Division, if required, and verifying receipt of supplies. 

Human Resource: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goal;
• Assists with the preparation and conducts presentations on role of Division/Branch for the Orientation and Onboarding programme; 
• Performs all other duties and functions as may be required from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good interpersonal skills 
• Excellent teamwork and co-operation skills 
• Good oral communication skills 
• Good written communication skills 
• Good analytical thinking skills 
• Good customer relations and quality focus skills 
• Good planning and organizing skills 
• Good problem solving and decision-making skills 
• Ability to apply initiative 
• Integrity 
• Compliance 

Technical: 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities 
• Working knowledge of the format of cabinet submission and the approval process
• Excellent keyboarding dexterity 
• Solid dictation and transcribing skills 
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the section 
• General knowledge in budget cash flow preparation 
• Knowledge of Office Management and Administrative procedures and practices
• Knowledge of the principles and practices of Public Administration 
• Knowledge of research and statistical methods and techniques 
• Ability to compose correspondence and reports 
• Proficiency in the use of relevant computer applications 

Minimum Required Qualification and Experience

• Associate Degree in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related Social Sciences; 
• Two (2) years’ experience in an Office Management environment. 

Special 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 Manager and team, as applicable.

Please note that only shortlisted applicants will be contacted.