Administrative Assistant (GMG/AM 4)

Key Responsibilities

• Manages the National Director’s Diary and schedule appointments for meetings etc.;
• Provides administrative and support services to the Directors in the Secretariat;
• Assists with research in regard to the preparation of conference papers, policy decision and for meetings/discussions, Operational and Work Plans, as well as quarterly/monthly status reports on the work of the Secretariat; 
• Assists with the preparation of budget spreadsheets for all major events;
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the National Director; 
• Provides support to the National Director, in the preparation, organization and circulating of Minutes of meetings; 
• Coordinates preparation for the National Director’s overseas travel ensuring that all necessary arrangements – travel, accommodation, technical documents/papers are in place; 
• Makes travel arrangements and prepares itinerary for local and overseas business trips;
• Provides logistical support for seminars, meetings, press conferences and other events that are being organized by the Secretariat; 
• Responds intelligently to official enquires about the work of the Secretariat and where necessary, and refers these enquiries to the appropriate officers 
• Attends meetings with the National Director, upon request, takes notes/minutes and transcribe information, where requested. 

Required Knowledge, Skills and Competencies

Core: 

• Oral and written communication skills 
• Problem solving and decision making 
• Planning and organizing 
• Teamwork and cooperation 
• Initiative 
• Integrity 
• Interpersonal skills 
• Customer and quality focus 
• Managing external relationships 

Functional/Technical: 

• Sound knowledge of general office procedures and practices 
• Good research and information gathering skills 
• Sound knowledge in technical/administrative functions 
• Knowledge of Government Protocols 
• Proficient with the use of all Microsoft applications including spreadsheets, word processing, database management, presentation and other graphics-related programmes 

Minimum Required Qualification and Experience

• Undergraduate Degree in in Administrative Management, Management Studies or Public Administration from an accredited Institution; 
• Secretarial Diploma/Certificate from a recognized Institution; 
• A minimum of four (4) years’ experience at the Administrative Management level

Please note that only shortlisted applicants will be contacted.