Administrative Assistant (GMG/AM 3)

Job Purpose

Under the direction of the Director, Agricultural Information Systems (MIS/IT 7), the Administrative Assistant (GMG/AM 3) is responsible for the provision of administrative support for the Section and liaises with other Divisions, Branches, and external Agencies on behalf of the Director. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files, thus ensuring the smooth operation of the Section. Additionally, the incumbent provides support for the preparation of the Division’s plans and reports as well as for meetings and events planning. 

Key Responsibilities

Management/Administrative:

• Receives, reads, and screens incoming correspondence and reports; makes preliminary assessment of material and follows up to ensure that action is completed; Accesses and sends e-mails via the internet; 
• Assembles and disseminates information to internal and external personnel as requested;
• Performs a range of administrative duties including preparing invoices, estimates, coordinating meetings, etc.; 
• Receives and screens visitors prior to audience with the Director; 
• Manages the Director’s Appointment Diary including liaising with internal and external personnel, as necessary; 
• Responds to requests, inquiries, and complaints from organizations and the general public; 
• Refers persons to the relevant officers and follows through on the resolution of issues;
• Produces documents and reports and transcribes Minutes for circulation;
• Conducts research, collates, sorts, and disseminates information, as required;
• Researches and collates documents for conferences and press briefings;
• Responds to routine correspondence; 
• Monitors matters that have been passed to Officers’ desks for action; 
• Accompanies the Director to meetings, seminars, and conferences, takes notes, and records minutes, as required; 
• Arranges meetings, conferences, and other events as directed by the Director by notifying participants, arranging accommodation, preparing agendas and material for presentation and information; 
• Writes itineraries and arranges site visits; 
• Prepares and processes documents; reviews for accuracy and completeness; updates information and makes the required changes; 
• Proofreads and edits documents prepared for the Director’s signature;
• Ensures compliance within budgetary constraints; 
• Keeps records of all deadlines to be met and important matters to be dealt with and interfaces with the relevant officers. 

Required Knowledge, Skills and Competencies

Core:

• Good interpersonal skills. 
• Good oral communication skills 
• Good written communication skills. 
• Excellent customer and quality focus skills 
• Good problem-solving and decision-making skills. 
• Good planning and organizing skills 
• Good analytical thinking, 
• Excellent teamwork, and cooperation 
• Ability to demonstrate a high level of initiative and integrity. 
• Ability to demonstrate a high level of confidentiality, and professionalism. 

Technical:

• Good knowledge of general office administration and procedures. 
• Good minutes and report writing skills. 
• Good presentation skills. 
• Ability to transcribe material in a clear, accurate and an acceptable manner.
• Good records and file management skills. 
• Proficiency in the use of Microsoft applications. 
• Sound knowledge of manual and web-based research techniques. 
• Good knowledge of the operations of the Government/ Ministry 
• Proficiency in speed writing and typewriting would be an asset 

Minimum Required Qualification and Experience

• Associate Degree in Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Three (3) years’ experience in an administrative capacity. 

OR 

• Diploma in Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications 
• Four (4) years’ experience in an administrative capacity. 

Special Conditions Associated with the Job

• May be required to travel with the Director to meetings, conferences, and seminars Island wide. 
• Required to meet tight deadlines 
• May be required to work on weekends and holidays.

Please note that only shortlisted applicants will be contacted.