Job Purpose
Under the direction of the Director, Information and Communications Technology, the Administrative Assistant is responsible for coordinating and delivering administrative, secretarial and office management support to facilitate the efficient operation of the ICT Branch. The incumbent manages the Director's office, coordinates correspondence, meetings, records, procurement and administrative processes, supervises administrative support staff, and ensures the effective delivery of administrative services in accordance with Government policies and established procedures.
Key Outputs:
- Administrative support services coordinated and delivered
- Director's office efficiently managed
- Correspondence, records and documentation managed
- Meetings, travel and events coordinated
- Procurement and administrative transactions processed
- Branch records and filing systems maintained
- Reports and administrative documents prepared
- Customer enquiries responded to
- Administrative staff supervised and developed
- Individual Work Plans developed and monitored
Key Responsibility Areas:
- Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination;
- Organizes meetings for the Director and staff as necessitated;
- Maintains the Director’s diary electronically by recording appointments, meetings visit etc. on a day to-day basis and confirms, cancels and reschedules appointment on the Director’s behalf;
- Attends meetings as required, makes notes and produces minutes for dissemination and follow-up action;
- Manually logs receipt and dispatch of correspondence;
- Handles routine correspondence on behalf of the Director by retrieving and sending correspondence from intranet and internet;
- Receives and disseminates information on behalf of the Director’s office;
- Creates and maintains audit reports database with weaknesses, recommendations, management response and the implementation status of recommendations;
- Updates and maintains database with reports and documentation;
- Assists with formatting and issuance of reports and documents produced by the Director’s office;
- Follows-up with Agencies/Departments to ensure the submission documents to aid the work of the Director’s office;
- Maintains monthly attendance reports for Director’s office;
- Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official;
- Addresses matters relating to the general maintenance of the Director’s office;
- Liaises with internal and external stakeholders;
- Drafts letters and memoranda for the Director 's signature;
- Conducts research and prepare draft responses to correspondence for vetting by the Director;
- Keeps abreast of the progress of activities within the MJCA, providing background information, as well as preparing briefs for the Director for participation in meetings;
- Makes travel and accommodation arrangements for the Director when necessary;
- Prepares and disseminates internal advisories from the Director’s office to internal stakeholders;
- Follows-up with entities/divisions regarding submission of management responses to communique;
- Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
- Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.
- 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.
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
- Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
Performance Standards:
- Administrative support services are delivered efficiently, professionally and in accordance with established policies, procedures and agreed timelines.
- The Director's office is effectively coordinated to ensure efficient scheduling, communication and workflow management.
- Correspondence, records and official documents are processed accurately, maintained confidentially and filed in accordance with Government records management requirements.
- Meetings, travel arrangements and administrative events are coordinated efficiently, with all supporting documentation prepared within established timelines.
- Procurement requests, payments and other administrative transactions are processed accurately and in accordance with Government financial and procurement policies.
- Branch records and filing systems are maintained to ensure the timely retrieval, security and integrity of information.
- Administrative reports, briefing notes and other documents are accurate, professionally presented and submitted within agreed timelines.
- Customer enquiries and requests are handled courteously, accurately and within established service standards.
- Administrative staff are effectively supervised, coached and provided with guidance to support high levels of performance.
- Individual Work Plans are developed, implemented and monitored in alignment with Branch objectives.
- Confidentiality of information and communication, oral and written, is maintained at all times;
Required Competencies:
Core Competencies
- Adaptability
- Compliance
- Customer and Quality Focus
- Initiative
- Integrity
- Interpersonal
- Oral Communication
- Team Work & Cooperation
- Time Management
- Written Communication
Technical/Functional Competencies
- Accountability
- Attention to Detail
- Goal/Results Oriented
- Methodical
- Planning and Organising
- Problem Solving and Decision-making
- Resilience
- Stress Tolerance
- Technical Skills
- Use and Application of Technology
Other Competencies
- Excellent knowledge of the Public Service Regulations, Staff Orders, Financial and Administration and Audit Act and other regulations and procedures governing the Public Sector
- Comprehensive knowledge of government accounting principles, circulars and practices
- Ability to cope well under pressured working conditions and to meet deadlines.
- General knowledge in budget cash flow preparation
- Ability to compose correspondence and reports
- Knowledge of the principles and practices of public administration
- Solid dictation and transcribing skills
Minimum Required Education 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.
Authority:
- Draft documents;
- Makes recommendations to improve the efficiency of the Director’s office.
Specific 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 Director, as applicable.
The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.
