Administrator (GMG/AM 4)

JOB PURPOSE

Under the general direction of the Chief Audit Executive (FMG/AS 5), the Administrator (GMG/AM 4) provides high level technical and administrative support services that enhance the CAE’s Office and the operations of the Unit in general. The Administrator analyses technical reports and provides briefings for the urgent attention of CAE, as well as, undertaking research and special projects to support the work of the Unit. 

KEY OUTPUTS

• Itineraries/meetings coordinated/arranged 
• Incoming issues researched/prioritized/processed/referred/followed-up 
• Director briefed/updated on issues/concerns/appointments/commitments
• Special projects undertaken 
• Cabinet submissions forwarded/tracked 
• Cabinet decisions received and actioned 
• Corporate, operational and work plans Budget/cash flow prepared 
• Requests for information researched/provided 
• Reports, technical, papers and publications prepared 
• Administrative systems established/maintained 

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Develops Individual Work Plans based on alignment to the overall plan for the section.
• Participates in meetings, seminars, workshops and conferences as required.
• Prepares reports and programme documents as required. 
• Maintains customer service principles, standards and measurements. 

Technical/Professional Responsibilities 

• Prepares audio visual presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, consultations, conferences, interviews as appropriate/directed. 
• Reviews, collates and edits reports for submission to the Permanent Secretary, heads of entities and other stakeholders as directed. 
• Takes minutes/notes; composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential. 
• Produces and distributes action minutes of meetings/consultations; follows up on actions to be taken. 
• Prepares requisition forms for the procurement of goods and service.
• In collaboration with the CAE drafts corporate/operational plan, budgetary provisions for the administration of the division. 
• Coordinates the preparation and timely advancement of cabinet submission; track the processing of these submissions. 
• Ensures cabinet decisions are received and actioned as directed/appropriate.
• Communicates directly on behalf of the CAE with Executive management, HR Directors, staff, external clients /customers’ stakeholders and others, on matters related to the CAE’s Office. 
• Functions as a liaison for smooth communication between the CAE’s Office and internal divisions/branches in a manner that serves to maintain credibility, trust and support with senior management and staff. 
• Works closely with the CAE to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate. 
• Processes all correspondences addressed to the CAE; and routes correspondence and documents as appropriate to allow for the efficient operation of the Division.
• Researches, prioritizes, and follows up on incoming issues and concerns escalated to the CAE including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate. 
• Conducts on-line and off-line research at the request of the CAE. 
• Ensures a confidential files and records management systems, electronic and hard copy, is established and maintained in accordance with established policies and generally accepted professional standards. 
• Ensures the ongoing maintenance of office equipment and of an adequate inventory of office supplies. 
• Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the office. 
• Maintains knowledge of the division’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues. 

Human Resources Responsibilities 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme. 

Other Responsibilities 

• Performs all other duties and functions as may be required from time to time. 

PERFORMANCE STANDARDS

• Calendars, schedules, itineraries are efficiently coordinated and maintained and the CAE updated and briefed in a timely manner. 
• Reports, correspondence, agendas, and other documents prepared and circulated in an efficient and timely manner. 
• Meetings and events are efficiently and effectively coordinated and managed to ensure the achievement of meeting/events objectives. 
• Communication between the CAE’s office, internal Divisions/Branches and external stakeholders is conducted in a manner that serves to maintain the credibility, trust and support of senior management and staff. 
• CAE updated in a timely manner on the status of issues, assignments and matters requiring attention. 
• Reports are prepared in prescribed format, are accurate and are prepared and submitted in a timely manner.
• Cabinet submissions advanced in a timely manner and in accordance to established standards.
• Cabinet decisions actioned in a timely manner. 
• Research conducted is thorough and findings and conclusions sound. 
• Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors and giving out of information. 
• Confidentiality of information and communication, oral and written, is maintained at all times.
• Priorities are determined and tasks scheduled to meet deadlines. 
• Administrative systems are established and maintained that ensures the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail. 

INTERNAL AND EXTERNAL CONTACTS

Internal Contacts 

• CAE 
  • Provide advice and contribute to decision making;
  • Identify emerging issues/risks and their implications, and propose solutions; 
  • Receive guidance and provide regular updates on key issues and priorities.
• Senior Executives/Divisional/Department/Agency
  • Develop and maintain effective working relationships on related matters; 
  • Exchange of information.
• General Staff 
  • Develop and maintain effective relationships;
  • Provide expert advice and exchange information.

External Contacts 

• Departments and Agencies of the MoAFM
  • Develop and maintain effective relationships;
  • Liaise on key functional or issues affecting areas.
• MDAs 
  • Develop and maintain effective relationships;
  • Liaise on key functional or issues affecting areas
• Committees relating to functional area 
  • Exchange information on related matters
• Professional Affiliations 
  • Exchange information.
• Contractors, suppliers and providers of services
  • Monitors financial transactions and interventions;
  • Exchange of information.
• General Public 
  • Collaborate on matters, exchange information, provide advice and seek feedback

REQUIRED COMPETENCIES

Core 

• Excellent interpersonal and team management skills 
• Excellent communication skills 
• Strong analytical and problem-solving skills 
• Strong leadership skills 
• Strong customer relations skills 
• Excellent planning and organizing skills 
• Excellent judgment and decision-making skills 
• Ability to influence and motivate others 
• Proficiency in the use of relevant computer applications 

Technical 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
• Working knowledge of the format of cabinet submission and the approval process
• Excellent keyboarding dexterity 
• Solid dictation and transcribing skills 
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the section 
• General knowledge in budget cash flow preparation 
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration 
• Knowledge of research and statistical methods and techniques 
• Ability to compose correspondence and reports 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences; 
• Two (2) years’ experience in an Office Management environment. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions. Will be regarded to travel to meetings to support the CAE, as applicable. 

AUTHORITY

• Debriefs technical corporate services reports and papers. 
• Draft documents. 
• Makes recommendations to improve the efficiency of the CAE office. 

Please note that only shortlisted applicants will be contacted.