Administrative Support Officer

JOB PURPOSE:

The incumbent will assist the Senior Director, Corporate Communications & Marketing (CC & M) with administrative duties by providing a wide variety of complex and confidential administrative and secretarial support; and communicating information on behalf of the Senior Director to members of the staff, stakeholders in the Forestry Department and other Senior executives of private businesses and industries, regional and international agencies to ensure the smooth and effective operation of the office. 

KEY RESPONSIBILITY AREAS

Management and Administrative Responsibilities 

• Keep records of all deadlines that must be met and important matters that have not been dealt with, bringing them to the attention of the Senior Director CC&M and interfacing with the officers and Divisions/Branches/Units concerned to ensure that the deadlines are observed. 
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. 
• Coordinates the receipt, distribution, and dispatch of files and correspondences within the Division to ensure that matters are addressed. 
• Maintains/updates databases; consults with Information Systems personnel regarding programming and /or data integrity problems and makes recommendations for system enhancement. 
• Maintains calendar, and schedules appointments and meeting rooms for the Branch.
• Receives/hosts visitors to the Senior Director’s office. 
• Prepares agenda for meetings and organizes relevant information and documents.
• Takes minutes at meetings and reproduces and distributes them by established guidelines.
• Follow up on the implementation of actions from meetings and report to the Senior Director accordingly. 
• Makes travel arrangements and prepares itineraries for business trips.
• Develops, implements, and maintains a system of storage and retrieval of files (manual /electronic) and other documents for the Division. 
• Organizes meetings hosted by the Senior Director. 
• Schedules and coordinates meetings, workshops, and other public awareness events as the Senior Director directs. 
• Identifies and resolves minor problems and situations that affect the efficient flow of work in the Senior Director’s office. 

Technical/Professional 

• Under the guidance of the Senior Director, collects and collates data of relevance to the work of the Division as required; carries out analysis of data and information and prepares reports. 
• Liaises with external stakeholders and gathers/provides data/information on issues related to the work of the Division as required by the Senior Director. 
• Manages the office details by relieving the Senior Director of routine requests and matters; follows established rules and procedures in responding to requests and queries; redirects items and/or visitors to other staff members; designs and organizes the office record keeping system and ensures maintenance of files and records. 
• Promptly receive and screen incoming telephone calls to the Senior Director, providing friendly and professional greetings, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses, responding where appropriate. 
• Provide accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts, and proposals. 
• Develop and maintain a well-organized filing system that permits easy reference and rapid information retrieval. 
• Studies and analyses submissions to the Senior Director and where appropriate, deal with them or otherwise brings them to early attention so that they can be addressed without delay. 
• Manages the travel agenda, books travel arrangements, confirms business agendas, and arranges lodging, vehicles, and special events as required. 
• Arranging for and scheduling appointments for the Senior Director as requested, ensuring the preparation of materials for meetings as appropriate and coordinating appointments, and meetings as directed. 
• Preparing agendas attending meetings and ensuring that minutes are taken, transcribed, and distributed as required. 
• Conducts Research on subject areas as directed by the Senior Director, or otherwise to inform and support the decision-making process

Human Resource Management 

• Responsible for continuously expanding and updating professional knowledge and honing training skills to enhance individual and team innovation and productivity. 

Any other duties 

• Performs other related duties and responsibilities as may be determined by the Senior Director from time to time. 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate degree in Public Administration/Business Administration, Administrative Management 
• Two (2) years of experience in a similar capacity in a Government or Business Environment 

OR 

• Diploma in Administrative Management (MIND), CAP, or Certified Professional Secretary designation 
• Three (3) years’ experience working in the public or private sector in an administrative capacity. 

OR 

• Any equivalent combination of qualification and experience; 

AUTHORITY

• Act on behalf of the Senior Director, CC & M or when required, to ensure the effective, appropriate, and professional operation of the Corporate Communications and Marketing Division. 

We thank all persons who express an interest; however, only short-listed applicants will be contacted.