Administrative Officer

JOB PURPOSE

Under the direction and supervision of the Director/ Senior Director the Administrative Officer 1 is responsible:

• Provide research, technological and administrative support.
• Manage office support systems and resources to ensure the effective and efficient functioning of the office.
• Make decisions when the executive is unavailable.
• Write correspondence, create reports and supervise administrative staff.

KEY RESPONSIBILITIES

Technical/Professional Responsibilities

• Assists with the compilation of the supplies and material resources of the Branch’s budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Manages the inventory and distribution of office supplies for the Branch.
• Obtains quotations and finalizing arrangements for the purchase of goods and services, including monitoring approval of payments made in accordance with the procurement guidelines.
• Manages the documentation system for the Branch by maintaining the document classification, filing, storage and retrieval system as well as the security of confidential files and documents.
• Supports staff in the implementation of the PMAS by providing forms and copies and ensuring that Executive staff completes documentation within the required timeframe.
• Assists with the arrangements and orientation of new staff at the Senior Executive level.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares reports and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated in an accurate and presentable manner.
• Processes incoming and outgoing correspondence in accordance with established procedures, checks emails sent to the Unit and brings to the Senior Executive items which must be dealt with at that level.
• Maintains copy files of official correspondence received by email and of computer-generated documents.
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information in accordance with established standards.

Management & Administrative Responsibilities

• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organizing relevant information and documents; securing venue and refreshments; taking minutes at meetings; and, reproducing and distributing in accordance with established guidelines.
• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings as well as for routine and special appointments for the Senior Executive, advising of matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements.
• Identifies and incorporates the interests and needs of customers in business process design.
• Ensures critical success factors are identified and meet expectations.

Other Responsibilities

• Performs all other duties and functions as may be required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health and Safety policies.
   

REQUIRED COMPETENCIES

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert level written and verbal communication skills
• Excellent calendar management skills, including the coordination of complex executive meetings
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality
• Strong decision making skills
• Strong customer orientation skills
• Strong initiative and resourcefulness skills
• Ability to interact with staff at all levels in a fast paced environment
• Ability to work independently with little or no supervision.

Technical

• Highly proficient in relevant computer applications.
• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.
• Expert knowledge in the use of Microsoft Suite application software.
• Expert knowledge and an understanding of Customs Operations

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• First degree in Management Studies or similar field from a recognized university
• Certified Administrative Professional designation; OR
• Completion of Certificate in Administrative Management (Level 3/4) (MIND).
• At least two (2) years administrative experience.
• Training in the writing of Cabinet Submissions.
• Training in records management and exposure to office management and procurement procedure.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in various office outfitted with standard office equipment and specialized software.
• Involves working in a fast-paced environment with on-going interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls into the Executive’s office.
• Attends meetings off site from time to time.

Only shortlisted candidates will be contacted by HRMD