Administrator (GMG/AM 4)

Job Purpose

Under the direct supervision of the Principal Director, Corporate Services, the Administrator is responsible for providing proactive administrative and secretarial support to the Principal Director. The incumbent will ensure the efficient and effective co-ordination and delivery of corporate services and the achievement of the goals and objectives of the Division, while displaying tact, diplomacy, discretion, professionalism and timeliness, in the performance of responsibilities. 

Key Responsibilities

Technical/Professional: 

• Provides proactive administrative support to the Principal Director, in ensuring the efficient and effective co-ordination of activities and the achievement of the goals and objectives of the Division by: 
  • managing the Principal Director’s calendar and schedules and providing regular updates 
  • arranging travel plans and itineraries 
  • co-ordinating Division Team meetings, conferences and other events 
  • preparing agendas and packages for meetings 
  • reviewing and editing reports 
• Provides secretarial support to the Principal Director, including: 
  • taking and transcribing dictation and taking and reproducing Minutes of meetings
  • processing incoming and outgoing correspondence 
  • responding to routine enquiries 
  • composing and preparing correspondence, memoranda, other documents and presentations
• Photocopies circulars and forwards same to members of staff, Regional Offices and Agencies; 
• Acts as the chief liaison between the Principal Director’s Office, staff and the public;
• Researches, compiles and prepares confidential and sensitive reports and briefs, as assigned by the Principal Director; 
• Researches and assists with the preparation of policies and procedures for the Division;
• Prioritizes and follows-up on issues and concerns addressed to the Principal Director, and refers and/or responds as appropriate; 
• Maintains awareness of the Commission’s operating environment, including issues and concerns and briefs, and updates the Principal Director accordingly; 
• Receives and screens visitors to the Principal Director’s Office, provides information or access, refers to appropriate staff, takes messages and/or other action, as deemed appropriate; 
• Receives and screens incoming calls, refers to the Principal Director or appropriate staff, or provides information as appropriate; 
• Acts as co-ordinator for special projects at the request of the Principal Director;
• Ensures security and procedural guidelines are strictly observed, so as to safeguard the confidentiality of documents; 
• Demonstrates professionalism, credibility and integrity in the performance of functions, so as to enhance and maintain a positive and credible image of the Division; 
• Establishes and maintains confidential files and records management systems, for both paper and electronic documents, in accordance with established policies and regulatory guidelines, to ensure the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail; 
• Establishes, maintains and updates a library of journals, magazines and other relevant material; 
• Participates in the revision, development and dissemination of policies, procedures and regulations; 
• Maintains knowledge of the Ministry’s systems, policies, procedures and practices, in order to respond appropriately to enquiries, complaints or issues and ensure compliance;
• Performs other secretarial functions for the senior staff of the Division as assigned. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent oral and written communication skills 
• Excellent planning, organizing and time management skills 
• Well-developed interpersonal skills 
• Ability to maintain confidentiality and integrity in matters of a sensitive nature
• Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people
• Ability to determine priorities and schedule and structure tasks in order to meet deadlines
• Ability to work independently without close supervision 
• High level of stress tolerance 
• Attention to detail 

Technical: 

• Knowledge of the Education Act and Regulations and relevant policies and procedures
• Knowledge of office management clerical and administrative procedures and systems
• Ability to undertake research and select, synthesize and analyze data for reports and other forms of documentation 
• Ability to create presentations, charts, graphs, databases, and spreadsheets
• Ability to compose routine correspondence and reports 
• Proficiency in the use of MS Office software applications including spreadsheets, word processing, presentations and database management 

Minimum Required Qualification and Experience

• First Degree in Social Sciences or related discipline with at least three (3) years related working experience; 

OR 

• Associate Degree in Administration/Management Studies or equivalent with at least Four (4) years related working experience; 

Special Conditions Associated with the Job

• Required to work beyond and outside normal working hours in meeting deadlines or in providing support services at meetings and events.

Kindly submit a cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor. 

Please note that only shortlisted applicants will be contacted.