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Administrative Assistant (GS-6)
Job SummaryThe Administrative Assistant provides office management and administrative support services within the Deputy Secretary-General / Legal Counsel (DSG). Work is carried out under the guidance and general supervision of the DSG.
- Ensures the over-all smooth running of the DSG’s office; schedules appointments and maintain the Deputy Secretary General’s calendar; screens calls and visitors; responds to routine inquiries and information requests or redirecting to appropriate personnel for action;
- Reviews, prioritizes and routes correspondence within the DSG’s office. Establishes and maintains internal procedures for the follow-up and filing of correspondence and documents; Maintains confidential and general filing systems (in both electronic and paper formats);
- Organizes internal and external meetings, arranges travel for the DSG; attends to hotel reservations and other logistics as necessary; Provides administrative support to DSG during the meetings of the Legal and Technical Commission and the annual sessions of the Authority. Conducts moderate to complex legal and statistical research when requested by the DSG, legal officers and Consultants Prepares power point presentations for meetings, workshops and seminars, based on content received from the DSG
- Prepares a wide variety of relatively complex documents and reports; Prepares correspondence on a wide range of subject matter for signatures and dispatch to Member States, Observer States and Organizations, members of the Legal and Technical Commission; Contractors and other stakeholders.
- Prepares meeting announcements, briefing material as well as minutes for the Authority’s Contract Review Committee for which the incumbent acts as secretary; In coordination with the Contract Management Unit, assists in the preparation of a monthly departmental reporting on processing costs for applications and contract extensions’; Ensure the timely and quality preparation of ISA’s exploration contracts including reviewing, formatting and the binding of contracts as well as coordinating external editing of the contracts upon request;
- May be required to manage the processes for stakeholder surveys carried out by the Office of Legal Affairs, including receiving, collating, analyzing and summarizing responses as well as liaising with consultants on deliverables and timelines etc.;
- Other duties performed includes preparing leave and attendance records for the unit; ensuring the procurement of office supplies and equipment, coordinating with other Departments on administrative matters and assisting with the systematic updating of the LTC secure website to ensure that staff and members of the LTC have the required information to carry out their work.
- Professionalism: Commitment to quality performance, demonstrated use of initiative and ability to interpret and apply rules, organizational skills. Ability to research, select, organize and summarize information required by the Deputy to the Secretary-General and Legal Counsel; systematic filing. Ability to manage processes, be conscientious and efficient in meeting commitments; Show pride in work and achievements; observe deadlines and achieve results; shows persistence and motivation when faced with difficult problems or challenges; remain calm in stressful situations; Ability to perform a broad range of administrative functions.
- Communication: Speak and write clearly and effectively; listen to others, correctly interpret messages from others and respond appropriately; demonstrate openness in sharing information and keeping people informed; ask questions to clarify; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed.
- Teamwork: Proven interpersonal skills; ability to establish and maintain effective working relations with people of different national and cultural backgrounds with sensitivity and respect for diversity.
- Client Orientation: Consider all those to whom services are provided to be clients and seeks to see things from their point of view; establish and maintain productive partnerships with clients by gaining their trust and respect; identify clients' needs and matches them to appropriate solutions; meet timeline for delivery of products or services to client.
- Planning and Organizing: identify priority activities and assignment; adjust priorities as required; allocate appropriate amount of time and resources for completing work.
- Qualifications: Completion of secondary school education is required. Additional training in office administration or secretarial training.
- Work Experience: Five years of progressively responsible secretarial and/or administrative experience.
- Language: For the post advertised, fluency in written and spoken English is required. Knowledge of another ISA official language is an asset.
- Other Skills: Excellent computer skills (MS Outlook Office, Power Point, Excel) is desirable and proficiency in the use of the internet. Experience working in a multicultural and/or international work environment is highly desirable.
This position is a local recruitment post for Kingston, Jamaica