Administrative Assistant - Regional Office

CORE FUNCTIONS (include but not limited to):

• Schedules and coordinates meetings as directed by the Director, ICT 
• Maintains a calendar of activities, meetings, and various events for the officers in the unit
• Serves as Minute-taker for meetings hosted by the Unit 
• Records and transcribes minutes/notes and produces them in an acceptable format or as directed
• Composes routine correspondence; copies, disseminates, and posts documents and information as appropriate 
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including general correspondence, notices, reports, applications, memoranda, and other documents from rough drafts or verbal instructions 
• Ensures the security of official and confidential records 
• Maintains accurate and up-to-date office files and records for the Unit 
• Creates and maintains Computer-Based Tracking information and reports including assigned databases, records, and lists; input corrections and updates 
• Assists with the preparation of monthly, quarterly and annual reports in consultation with the Director, ICT 
• Monitors and follows-up on documents/corresponds dispatched to internal divisions and external offices, to ensure timely feedback 
• Requests, maintains and manages the distribution of office stationery and supplies for the department;
• Assists with research and provides information to facilitate the preparation of critical reports
• Monitors extension/renewal of staff’s contracts/probationary period and prepares the relevant documents for continued employment 
• Prepares and submits purchase requisition for approval by the Director, ICT for goods, services and works 
• Follows up with the Procurement Department and the Regional Warehouse on procurement requests and the delivery of goods 
• Submits and follows through on all tickets/ requests in regard to servicing, repairs and installation of computer hardware and software 
• Updates and maintains internal extension directory and CUG directory 
• Assists with monitoring the ticket system/ ICT Issues log and follow-up on the completion of the requests
• Records and follows through on requests submitted by the respective departments and parishes within other Regions 
• Assists with the review and submission of fortnightly and monthly claims 
• Assists with coordination and implementation of special assignments/events and projects for the Region
• Assists with the development and monitoring of the budget, Procurement Operational and Work plans for the Unit 
• Represents the department at meetings and functions as directed by the Director, ICT 

SPECIFIC KNOWLEDGE/SKILLS REQUIRED:

• Good interpersonal, oral and written communication skills 
• Good planning, organizing and time management skills 
• Knowledge of administrative or office management practices and principles 
• Knowledge of Management Information Systems procedures 
• Ability to record minutes and transcribe meeting notes 
• Strong attention to detail; proactive approach 
• Good analytical thinking, problem-solving and decision-making skills 
• Proficiency in the use of Microsoft Office Suite 

QUALIFICATION & EXPERIENCE:

• Associate Degree in Business Administration or a related field or Certificate in Administrative Management Level Two (2); 
• At least two (2) years of experience in an administrative or related environment 

ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED