Administrative Assistant (GMG/SEG 1)

Job Purpose

Under the general supervision of the Project Officer, MyHR+ Implementation, the Administrative Assistant is responsible for providing administrative and secretarial support in facilitating the efficient and effective co-ordination and delivery of services, and the achievement of the goals and objectives of the MyHR+ Implementation, while ensuring professionalism and timeliness in the performance of responsibilities. 

Key Responsibilities

Technical/Professional: 

• Provides technical and administrative support to the Project Officer; 
• Manages the preparation of correspondence, briefings, reports, presentations and documents; 
• Responds to routine queries by analyzing reports/relevant documents and preparing responses accordingly; 
• Manages routine correspondence, draft responses and redirects to by the Project Officer Collects and collates information from internal and external stakeholders; 
• Prepares agendas and Minutes, monitors and undertakes follow-up actions; 
• Monitors and reviews outstanding technical issues to ensure that matters are drawn to the attention of the Project Officer in a timely fashion 
• Provides administrative support to the Project Officer by: 
  • managing the Project Officer’s calendar and schedules and providing regular updates; 
  • arranging travel plans and itineraries; 
  • preparing agendas and packages for meetings; 
  • reviewing and editing reports; 
  • assisting with MyHR+ training and sensitization sessions and workshops islandwide 
• Researches, compiles and prepares confidential and sensitive reports and briefs, as assigned by the Project Officer; 
• Assists with the documentation of policies and procedures for the Unit; 
• Prioritizes and follows-up on issues and concerns addressed to the Project Officer, and refers and/or responds as appropriate; 
• Maintains awareness of the operating environment, including issues and concerns and briefs and updates the Project Officer accordingly; 
• Receives and screens visitors to the Project Office, provides information or access, refers to appropriate staff, takes messages and/or other action, as deemed appropriate; 
• Establishes and maintains confidential files and records management systems, for both paper and electronic documents 
• Prepares monthly and quarterly reports; 
• Prepares action sheet and action plans for meetings as required; 
• Performs any other related duties as assigned by the Project Officer. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent verbal and written communication skills 
• Excellent planning, organizing and time management skills 
• Well-developed interpersonal skills 
• Ability to maintain confidentiality and integrity in matters of a sensitive nature
• Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people
• Ability to determine priorities and schedule and structure tasks in order to meet deadlines
• Ability to work independently without close supervision 
• High level of stress tolerance 
• Attention to detail 
• Have good customer handling skills. 

Technical: 

• In-depth knowledge of the Ministry’s policies and regulations 
• Knowledge of office management and secretarial procedures and best practices
• Knowledge of GOJ records management procedures; 
• Knowledge of the Public Service Regulations 1961 
• Knowledge of the Staff Orders 2004; 
• Knowledge of the FAA Act; 
• Knowledge of the MyHR+ system; 
• Ability to create presentations, charts, graphs, databases, and spreadsheets
• Ability to compose routine correspondence and reports 
• Proficiency in the use of MS Office software (Excel, PowerPoint, Word, Access) 

Minimum Required Education and Experience

• First Degree in Business Administration or a related discipline; 
• At least three (3) years’ working experience in Administration 

Special Conditions Associated with the Job

• May be required to work outside of the normal working hours. 
• Normal office environment

Kindly submit a cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor.

Please note that only shortlisted applicants will be contacted.