JOB PURPOSE
Under the supervision of the Chief Technical Director, the Administrative Assistant provides administrative support services that enhance the CTD’s Office and the operations of the Division in general. The Administrative Assistant coordinates the activities of the office, organizes meetings, and manages/monitors the Director’s calendar, drafts reports and other documentation; undertake research on special projects to support the work of the Chief Technical Director and to allow for the efficient operation of the Division and the delivery of service to its clients.
KEY OUTPUTS
- Calendar/schedules created and maintained
- Itineraries/meetings coordinated and arranged
- Visitors/phone calls received and responded to
- Incoming issues researched, prioritized and processed
- Director briefed and updated
- Special projects undertaken
- Operational and work plans Budget/cash flow drafted
- Requests for information researched/provided
- Database kept up-to-date and current information available
- Records management systems maintained
KEY RESPONSIBILITY AREAS
Technical/Professional Responsibilities
- Manages the calendar of schedules and appointments on behalf of the Chief Technical Director;
- Prepares power-point presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences as appropriate/directed;
- Reviews, collates and edits reports for submission as directed;
- Composes and prepares correspondence, memoranda and other documents;
- Produces and distributes action minutes of meetings; follows up on actions to be taken;
- Coordinates all activities related to the preparation of the section’s budget, strategic and operational plans, individual work plans, performance appraisal reports, leave schedules and training needs analysis to ensure submission within stipulated deadlines.
- Communicates directly on behalf of the CTD with Executive management, staff, external clients/customers stakeholders and others, on matters related to the CTD’s Office;
- Functions as a liaison for smooth communication between the CTD’s Office and internal divisions in a manner that serves to maintain credibility, trust and support with senior management and staff;
- Ensures visitors and incoming calls to the CTD’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate;
- Works closely with the CTD to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate;
- Processes all correspondence addressed to the CTD; and routes correspondence and documents as appropriate to allow for the efficient operation of the section;
- Researches, prioritizes, and follows up on incoming issues and concerns escalated to the CTD including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate;
- Conducts on-line and off-line research at the request of the CTD;
- Coordinates the receipt, distribution and dispatch of files and correspondence within the section to ensure that matters are settled in accordance with service standards.
- Ensures confidential files and records management systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards;
- Maintains and updates databases, consults with ICT personnel regarding programming problems and/or data integrity issues;
- Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the office;
- Maintains knowledge of the section’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues;
Management/Administrative Responsibilities
- Contributes to the development of the Division’s Strategic and Operational Plan and Budget;
- Develops Individual Work Plans based on alignment to the Division’s Plan;
- Maintains customer service principles, standards and measurements;
- Participates in meetings, seminars, workshops and conferences as required;
- Prepares reports and project documents as required;
Human Resources Responsibilities
- 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 of presentations on role of Division/Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other related duties and functions as may be required from time to time.
PERFORMANCE STANDARDS
- Calendars, schedules, itineraries are efficiently coordinated and maintained and the CTD updated and briefed in a timely manner;
- Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner;
- Meetings and events are efficiently and effectively coordinated and managed so as to ensure the achievement of meeting/events objectives;
- Communication between the Director’s office, internal divisions and external stakeholders is conducted in a manner that serves to maintain the credibility, trust and support of senior management and staff;
- Director updated in a timely manner on the status of issues, assignments and matters requiring attention;
- Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner;
- Research conducted is thorough and findings and conclusions sound;
- Movement of files and correspondence coordinated and allows for the easy and quick retrieval of information;
- Database is kept current and facilitate the completion of assignments in a timely manner and in accordance with established standards;
- Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information;
- Confidentiality of information and communication, oral and written, is maintained at all times;
- Priorities are determined and tasks scheduled to meet deadlines;
- Administrative systems are established and maintained that ensures the efficient and effective operation of the section, confidentiality, easy retrieval, safe custody and an audit trail.
AUTHORITY
- Draft documents;
- Makes recommendations to improve the efficiency of the CTD’s office.
REQUIRED COMPETENCIES
Core
- Good Oral Communication skills
- Good Written Communication skills
- Integrity
- Team Work & Cooperation
- Initiative
- Compliance
- Interpersonal
- Time Management
- Adaptability
- Customer and Quality Focus
Technical
- Use of Technology
- Methodical
- Planning & Organising
- Goal/Result Oriented
- Analytical Thinking
- Problem Solving and Decision Making
- Technical Skills
- Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
- General knowledge in budget cash flow preparation
- Knowledge of office management and administrative procedures and practices
- Ability to compose correspondence and reports
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
- Associate Degree in Public Sector Management, Business Administration, Human Resource Management or equivalent qualification from a recognized institution.
- Three (3) years’ experience in a related field
SPECIAL 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. May be required to travel locally to attend conferences, seminars and meetings.
The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.
