Administrator (GMG/AM 3)

Job Purpose

The Administrator is responsible for providing clerical and administrative support to the Financial Resources Division by conducting basic research, preparing reports, handling information requests, and performing functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 

Summary of the broad purpose of the position in relation to Government’s goals and strategies: 

• To prepare reports and fulfill information requests. 
• To carry out secretarial and clerical functions including correspondence, scheduling of meetings and appointments. 

Key Responsibilities

Technical: 

• Reads and analyses incoming memos, submissions and reports in order to determine their significance and plan their distribution as per directives. 
• Opens, sorts, and distributes incoming correspondence, including facsimile and email.
• Answers the telephone, screen callers, and takes and relays messages
• Receives, greets and directs visitors to the Unit. 
• Prepares responses to correspondence for which authorized. 
• Dispatches outgoing mail. 
• Responds to requests, inquiries and complaints from staff, other Divisions, organizations and the general public; refers persons to the relevant authorities, and follows through on the resolution of issues. 
• Prepares reports, memos, letters, and other documents, using word processing, spread sheet, database, and/or presentation software. 
• Files and retrieves documents, reports, and other records. 
• Maintains and monitors the schedule of meetings/events for the Division.
• Prepares agendas and makes arrangements for committee, and other meetings attended by the Director, as required. 
• Assists in the organization of events and activities by scheduling rooms, issuing information, and coordinating speakers/participants. 
• Makes travel and accommodation arrangements for staff, as required.
• Researches and analyses data and prepares draft reports on routine administrative matters or other informational materials required. 
• Prepares special and recurring departmental reports by gathering, compiling and typing data from various sources. 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Director, Treasury Deposits’ office and the various Units. 
• Attends meetings in order to record Minutes. 
• Compiles, transcribes and distributes Minutes of meetings. 
• Provides administrative support to AGD’s Committee Meetings 
• Any other related duty that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Interpersonal skills: The ability to display sensitivity towards others, interact collaboratively with colleagues, to build long term internal and external relationships, and gain support to achieve desired objectives 
• Managing the Client Interface: Ability to work effectively with others, both internal and external to the Department, to deliver acceptable, customer-oriented and high-quality service 
• Oral and Written Communication: The ability to communicate proficiently orally, in writing, and in one- on- ones face-to- face, with excellent public speaking skills
• Customer and Quality Focus: The ability to continuously ensure high standards of quality and service delivery to meet customers’ expectations
• Performance Management: The ability to align resources, systems, standards and activities to effectively, efficiently and consistently meet the goals and strategic objectives of the Department are met in a consistent, effective and efficient manner 
• Analytical Thinking, Decision Making, and Problem Solving: The capacity to analyze problems promptly, choose between alternatives, and effect meaningful solutions
• Collaboration and Team Work: The ability to be a collaborative and inspiring professional who shows a genuine intention to participate and work co-operatively with others in pursuit of team goals 
• Change Management: The ability to maintain effectiveness in a changing environment and the willingness to respond quickly and positively to change, and to lead others through change and manage their concerns 
• Emotional Intelligence: Possession of self-awareness, self-management, social awareness, and social skills – The ability to display behaviors appropriate to the AGD’s business and social environment 
• Integrity: The ability to consistently demonstrate sound ethical standards, observe the codes of conduct for employees and codes of professional practice, and show consistency between established values and behaviors, in order to build trust and credibility;
• Ability to work effectively under pressure 

Minimum Required Qualification and Experience

• Certificate in Administrative Management Level 2, OR equivalent 
• Associates Degree in Administrative Management/ Business Administration or equivalent
• Certified Professional Secretary Designate 
• At least four (4) years secretarial experience 

Desirable:

• Typing 50 – 60 wpm; Shorthand at 120wpm 
• Ability to use all typical office machines 
• Proficiency with Microsoft Office Suite 

Special Condition Associated with the Job

• Pressured working conditions with numerous critical deadlines 
• Normal office conditions 

Please note that only shortlisted applicants will be contacted.