Administrative Assistant (GMG/AM 3)

KEY OUTPUTS

• Reports, Agenda, Minutes, Action items. Presentations and other documents prepared, formatted and submitted. 
• Plans and Reports are mainstreamed for cross-cutting themes such as gender and climate change.
• Log of all assignments to Branch maintained and managed 
• Online Performance Monitoring and Evaluation System maintained 
• Meetings, seminars, workshops, and social events coordinated. 
• Meetings and appointments scheduled and diary maintained. 
• Inventory/Register of office supplies and equipment maintained. 
• Staff register maintained and updated 
• Incoming and outgoing mails recorded, sorted and distributed. 
• Confidential databases are developed and maintained 
• Telephone calls answered, screened and visitors directed to appropriate officers.
• Field visits conducted and reports prepared 
• Meetings attended 
• Procedural Manuals are maintained. 
• File movements recorded and circulars distributed. 
• Efficient and updated filing system is established and maintained. 
• Integrity and confidentiality exercised. 

KEY RESPONSIBILITY AREAS

Management/Administration 

• Collates Plans/Data/Reports from various Division/Branches of the Ministry and Agencies information which the Division needs for plans and reports. 
• Acts as a focal point for the dissemination of information within the Branch. 
• Assists the Senior Director, Strategic Planning, Performance & Risk Management in finding out problems, and providing the necessary information sought. 
• Prepares and maintains a log of assignments to the Branch to aid the Ministry’s MOAF’s compliance.
• Provide a framework for tracking team’s assignments 
• Provides support to the Branch for meetings and events planning.
• Attends meetings, workshops/ seminars and conferences and other events 
• Records, sorts, and dispatches in-coming and out-going correspondence 
• Updates files and procedural manuals 
• Updates and maintains attendance register and prepares productivity monthly report
• Receives and routes telephone calls 
• Records and delivers all correspondence for the Branch 
• Procures all the necessary supplies, equipment and services for the Branch including ensuring invoices are paid 
• Assists the Senior Director in preparing budget, cash flow and procurement plan for Branch
• Maintains inventory of the Branch supplies and equipment 
• Updates leave records and submits leave applications on behalf of staff to the Director of Human Resource Management Division 
• Maintains a register of all stakeholders needed to inform on development of plans and reports
• Ensures that customers’ expectations are met. 

Technical/Professional 

• Prepares and submits Plans, Reports, Minutes, Agenda and other documents including the Minister’s report. 
• Organizes, monitors and updates planned programmes, activities, and appointments.
• Reviews documents to ensure mainstreaming of cross-cutting themes such as gender and climate change. 
• Assist with preparing a range of official and routine documents including the Ministry’s Reports and correspondence. 
• Conducts site visits and surveys for programmes, projects, and other initiatives.
• Coordinates meetings convened by the Branch including planning attendance rosters for meetings.
• Coordinates responses to external requests for information and advises on SPP&RM matters as directed. 
• Provides secretarial and administrative support to internal and external meetings which includes drafting agenda, recording, and transcribing minutes and circulating documents for meetings, seminars, and conferences. 
• Prepares/compiles appropriate meeting documents and ensures follow through with post-meeting actions and decisions. 
• Maintains an up-to-date database of confidential and classified data and records.
• Assist in maintaining effective liaisons with Ministry personnel, Agencies, sector interests and external organizations. 
• Performs administrative support for gender mainstreaming activities in the Ministry for both internal and external stakeholders. 
• Conducts research and provides information to Unit’s staff and other internal personnel. Other Responsibilities 
• Performs any other related duties assigned from time to time. 

PERFORMANCE STANDARDS

• Accurate Plans, Reports and other documents accurately prepared in the required format and submitted within the stipulated timeframe. 
• Correspondence accurately recorded, sorted, disseminated and filed in accordance with the required standards and timeframe 
• Telephone calls received politely and dispatched in accordance with the Ministry’s Citizen’s Charter. 
• Messages accurately recorded and delivered in accordance with agreed standards and timeframe.
• Inventory accurately updated in accordance with the Ministry’s guidelines and timeframe. 
• Quotations for goods and services timely sourced and submitted in accordance with the GOJ Procurement Act. 
• Leave records accurately maintained in accordance with Human Resource Policy and guidelines. 
• Register of stakeholders for planning and reports created, maintained and updated monthly, quarterly, and annually. 
• Comprehensive and thorough research conducted and information collated and submitted within agreed timeframe. 
• Reports distributed as specified. 
• Visitors and stakeholders courteously screened and directed to the relevant officer.
• Meetings and appointments accurately scheduled as needed within the agreed time frame. 
• Field visits conducted effectively and related reports written in the required format and timeframe 
• Logistics and arrangements for meetings properly organized within the required timeframe prior to the date of the meeting. 
• Confidential database effectively and comprehensively developed and accurately maintained in accordance with agreed standards and timeframe. 
• File movement recorded immediately. 
• Minutes of meetings recorded, transcribed in the required format and reproduced within the agreed timeframe. 
• Reports and circulars distributed within the agreed time-frame. 
• Customers satisfaction is in keeping with the Ministry’s Citizen’s Charter 

REQUIRED COMPETENCIES

Core Competencies

• Good Oral communication
• Good Written communication
• Ability to demonstrate initiative
• Integrity
• Good interpersonal skills
• Good customer and quality service skills
• Good team-work and cooperation

Functional / Technical Competencies

• Good Basic Accounting
• Proficient in the use of relevant office applications
• Good planning & organizing skills
• Good leadership skills
• Sound knowledge of office operations and practices
• Knowledge of the operations of Government/ Ministry’s policies and procedures.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate Degree in Management Studies/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• At least three years in (3) years’ experience in an Administrative capacity 

OR 

• Diploma in Business Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualification. 
• At least four years in (4) years’ experience in an Administrative capacity 

SPECIAL CONDITIONS FOR JOB

• Typical office environment working conditions 
• May occasionally be required to work beyond normal working hours and on weekends.
• Officer is required to travel in the execution of duties. 
• Possess a reliable motor vehicle and be the holder of a valid Driver’s Licence. 

Please note that we thank all for responding, but only short-listed applicants will be contacted.