Administrative Assistant (GMG/AM 3)

Key Responsibilities

Technical/Professional: 

• Receives, opens, sorts and distributes incoming correspondence and other materials/documents; 
• Maintains an electronic data and retention tracking system; 
• Acknowledges and conducts research for relevant information and prepares replies, as instructed; 
• Develops and maintains a filing system to facilitate easy access and retrieval;
• Reviews and checks correspondence and reports prepared for signature, to ensure that all pertinent matters have been dealt with; 
• Maintains an Appointment Diary to facilitate smooth and effective communication between the Manager and internal/external customers; 
• Scrutinizes all correspondence for deadlines and follow-up action; 
• Prepares draft Reports, Unit Plans and Work Plans; 
• Provides information concerning the Unit, to related Agencies, officers and consultants;
• Participates in researching documents, regulations and other materials, to provide basic information to the Director and other Office Managers, in the preparation of Work Plans, meetings and assignments; 
• Liaises with the Procurement Officer and monitors the delivery of stationery, equipment/furniture and other supplies; 
• Provides prompt, efficient and effective delivery of support services; 
• Takes and transcribes Minutes of meetings and distributes to the relevant officers;
• Organizes/Arranges training sessions with persons from the Local Authorities, the Ministry and related Agencies; 
• Contacts officials within Local Authorities, the Ministry and related Agencies requesting information as instructed; 
• Performs other related duties and responsibilities that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills 
• Good interpersonal and customer relations skills 

Functional: 

• Proficient in the relevant computer applications 
• Sound knowledge of filing systems and methods 
• Good initiative and analytical skills 

Minimum Required Qualification and Experience

• Diploma in Public Administration or Management Studies; 

OR 

• Certificate in Public Administration. 
• Three (3) years’ experience in the administrative capacity.

Please note that only shortlisted applicants will be contacted.