Administrative Assistant (GMG/AM 3)

Key Responsibilities

Management/Administrative:

• 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 and 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;
• Co-ordinates meetings convened by the Branch including planning attendance rosters for meetings; 
• Co-ordinates 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;
• Assists 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;
• Performs any other related duties assigned from time to time. 

Required Knowledge, Skills and Competencies:

Core 

• Good oral communication 
• Good written communication 
• Ability to demonstrate initiative 
• Of good integrity 
• Good interpersonal skills 
• Good customer and quality service skills 
• Good team-work and cooperation 

Technical 

• 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 Associated with the 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 only shortlisted applicants will be contacted.