Administrative Assistant (GMG/AM 3) – Regional Office

Qualifications and Experience:

• Associate Degree in Business Administration/Certificate in Administrative Management (MIND) Levels 1 -3 or equivalent 

 Plus 

• A minimum of two (2) years’ working experience within the area of Personnel Administration

Specific Knowledge, Skills & Competencies:

• Knowledge of general administrative practices and principles; 
• Knowledge of the Region’s policies and procedures 
• Knowledge of the Laws, procedures and practices pertaining to industrial relations, employment and terminations, salary administration, employee benefits and welfare 
• Excellent oral and written communication skills 
• Customer and Quality Focus 
• Teamwork and Cooperation 
• Results oriented 
• Planning, organizing and multi-tasking skills 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) 
• Strong decision-making skills 
• Ability to interact with staff at all levels in a fast-paced environment. 
• Ability to work independently with little or no supervision 

Key responsibilities will include:

• Providing secretarial and administrative support services to the Director, HRM & D for the production of letters, memoranda, minutes and other official documents. 
• Receiving telephone calls and visitors, making appointments and confirming meetings.
• Ensuring meetings within the department are properly arranged and discussions and actions properly documented and communicated to staff. 
• Monitoring queries directed to the department and providing where possible, necessary advice or information required by clients. 
• Maintaining schedule of all appointments and official engagements of the Director, HRM & D and issuing reminders to ensure fulfilment. 
• Assisting in the maintenance of effective client relations by determining the nature of enquiries from visitors and callers. 
• Liaising as necessary between Director, HRM & D and the other staff for dissemination of information and instructions. 
• Ordering and maintaining inventory or stationery used in the department. 
• Distributing stationery to the HRM & D staff. 
• Instituting the necessary control systems for stationery and communication within the department. 
• Preparing monthly attendance and punctuality reports for staff so as to verify allowances for working beyond normal working hours.
• Establishing and maintaining a records management system/procedure for the department.
• Performing follow-up to secure timely response from internal and external entities in respect to letters and memoranda emanating from the department. 
• Preparing draft responses, letters, memoranda, reports and notes of meetings.
• Maintaining a filing system for the Director to facilitate the easy retrieval of documents.
• Ensuring office keys for the department are securely stored. 
• Performing Secretarial duties for the HR Committee of the Board. 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED