Administrative Assistant (GMG/AM 4)

Job Purpose

Reporting to the Chief Technical Director, Corporate Services, the Administrative Assistant will support the planning and execution of the programmes and activities for the office of the Chief Technical Director, Corporate Services and provide administrative assistance to aid the fulfilment of the office’s role in providing direction and in translating operationally the Corporate objectives of the Ministry. 

Key Responsibilities

Management/Administrative: 

• Handles the daily administrative functions of the Office of the Chief Technical Director and manages the timelines for all upcoming projects, issues, reports and commitments;
• Re-routes correspondences to relevant Officers/Departments; 
• Schedules appointments and maintains records of activities for the Chief Technical Director, Corporate Services; 
• Records and transcribes notes of meetings and reproduces Minutes, along with list of action items following the meeting; 
• Drafts correspondence as directed by the Chief Technical Director, Corporate Services;
• Organizes and maintains an effective and efficient filing system to facilitate quick and easy storage and retrieval of documents and files; 
• Reproduces correspondence and deals with physical and electronic mails, as directed;
• Monitors incoming calls; 
• Liaises with Departments and Agencies on matters relevant to the Ministry, as directed;
• Follows up on the directives given and requests made by the Chief Technical Director;
• Monitors the logs of all mails/files that comes to the Office of the Chief Technical Director;
• Records all deadlines and important matters, bringing them to the attention of the Chief Technical Director and interfacing with Officers and Divisions/Branches concerned, to ensure that deadlines and important matters are actioned; 
• Provides accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals; 
• Maintains inventory of stationery/equipment for the Office of the Chief Technical Director;
• Develops Individual Work Plan for review by Chief Technical Director. 

Technical/Professional: 

• Creates, transcribes and/or formats a variety of documents, presentations and charts through the effective use of the Microsoft Office Suite; 
• Assists in the preparation of the Division’s Corporate, Operational and Annual Budget, by using Microsoft Excel or any other related software; 
• Manages the office details by relieving the Chief Technical Director of routine requests and matters; 
• Addresses minor problems relating to the routine operations of the office, by interfacing with the appropriate Ministry staff and other Government entities; 
• Keeps abreast of the progress of activities within the Ministry, providing background information, as well as preparing the Chief Technical Director for participation in meetings;
• Prepares pre-conference papers and organizes meeting documents for the Chief Technical Director; 
• Ensures that the Chief Technical Director receives reports from the direct reports, in relation to operations of the various Branches; 
• Tracks the implementation of the Divisions operational activities by collecting reports from Unit Heads and compiling them for the Chief Technical Director’s attention;
• Monitors issues that have been referred to the Chief Technical Director for action, ensuring that they are pursued to finality, and provides feedback; 
• Plans and ensures that appropriate arrangements are in place for the Chief Technical Director’s local and overseas trips - prepares itineraries; 
• Conducts research, prepares reports and drafts responses to certain correspondences for vetting by the Chief Technical Director; 
• Screens and hosts all visitors to the Chief Technical Director and makes referrals to appropriate staff; 
• Prepares reports for the Corporate Services Division.

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Customer and quality focus 
• Teamwork and cooperation 
• Good interpersonal skills 
• Compliance 
• Quality of output 
• Sound integrity 

Functional: 

• Ability to use initiative 
• Good use of technology (relevant computer applications) 
• Methodical 
• Strategic vision 
• Good problem solving and decision-making skills 
• Analytical thinking 
• Good planning and organizing skills 
• Change management 
• Good research skills and attention to detail 
• Knowledge of the principles and practices of office management and organization
• Records maintenance skills; ability to record and transcribe Minutes of meetings
• Ability to maintain calendars and schedule appointments 
• Ability to create, compose and edit written materials 
• Ability to work under pressure and meet deadlines 

Minimum Required Qualification and Experience

• First Degree in Social Sciences or related discipline; 
• Three (3) years related working experience; 

OR 

• Associate Degree or Diploma in Administrative or Office Management;
• Four (4) years related working experience; 
• Graduate of an accredited school of secretarial studies or equivalent training/CPS Designation certification would be and asset. 

Special Conditions Associated with the Job

• May be required to work beyond regular working hours; 
• Will spend long hours sitting and using office equipment, computers and attending Sessions. 

Please note that only shortlisted applicants will be contacted.