Key Outputs:
- Assistance with plans and reports provided
- Inventory records updated
- Inventory managed
- Preliminary research conducted
- Minutes, letters and memoranda prepared
- Monthly, Quarterly, Annual Reports drafted
- Goods and services procured
- Records maintained
- Contribution to Annual Reports provided
- Meetings, trainings and consultations coordinated
Key Responsibility Areas
Management/Administrative Responsibilities
- Assists in the preparation of the Branch Strategic and Operational Plans, Procurement Plans and Cash Flows.
- Assists with the preparation of the Budget for the Branch and related budgetary programmes.
- Develops Individual work plan based on alignment with the Region’s Operational and Strategic Plan
- Manages the procurement activities for the Branch.
- Assist with the coordination of the Branch’s meetings and functions relating to the operations of the Branch.
- Participates in meetings, workshops, seminars and other events as needed.
- Manages the branches electronic and manual record keeping systems
Technical/Professional Responsibilities
- Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch.
- Conducts research to assist with the preparation of reports, data presentations and other documents.
- Schedules and arranges meetings, training sessions, visits etc., coordinates documents or activities that may be needed before meetings.
- Answer queries and prepares responses to requests from stakeholders.
- Maintain confidential records and files.
- Maintains adequate levels of stationery and office supplies for the Branch.
- Updates and maintains registers of attendance and leave for the Branch for further submission to the Human Resource Management & Development Branch.
- Request items for discussions from the relevant persons and prepares agenda for the monthly staff meetings; assists with the arrangement for other meetings as directed.
- Processes incoming and outgoing correspondence.
- Assist with the onboarding process for new staff.
- Maintains logs and databases as directed.
- Composes meeting notes from sessions held by the Branch.
- Receives telephone calls and visitors, makes appointments and confirms meetings.
- Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients.
- Maintains schedule of all appointments and official engagements of the Director and issues reminders of ensure fulfilment.
- Prepares presentation for Director meeting based on information provided.
Performance Standards:
- Filing system developed and maintained in keeping with Authority’s established guidelines for records management
- Office supplies requisitioned within agreed timeframe
- Adequate stationery and office supplies maintained in branch
- Meetings, training sessions coordinated according to agreed standards and timeframes
- Research conducted is based on established research standards and guidelines and submitted within agreed timeframe
- Correspondence processed within agreed timelines
- Travel arrangements finalized within agreed time period
- Meeting notes produced in accordance with format and deadline stipulated
- Filing Systems updated within the agreed timeframe
- Reports prepared within agreed timeframe
- Logs and databases accurately maintained
Required Competencies:
Technical Competencies
- Organize, prioritize, and manage documentation effectively.
- Utilize office technology and manage resources efficiently.
- Prepare and proofread documents for accuracy and consistency.
- Handle internal and external communications professionally.
- Working knowledge of the GoJ Procurement policies and guidelines
- Knowledge of research methodologies
- Demonstrated levels of customer service skills
Core Competencies
- Communicate clearly and collaborate well with team members.
- Develop skills continuously and understand the broader organizational context.
- Drive improvements and make sound decisions.
- Demonstrate a commercial mindset and ensure value for money.
- Deliver quality service consistently.
- Meticulous and pays keen attention to details
- Excellent interpersonal skills
- Ability to work under pressure
- Use of initiative and understanding
Core Values:
- Accountability and integrity in all tasks.
- Inclusivity and respect for diversity.
- Commitment to service excellence and innovation.
Minimum Required Education and Experience
- ASc. Public Administration, Business Administration or related discipline
- One (1) year working experience in a similar capacity
OR
- Diploma in Business Administration or related discipline
- Two (2)years working experience in a similar capacity
PLUS
- Five (5) CSEC subjects including English and Mathematics
ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK.
PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.
