Administrator (GMG/AM 4)

JOB PURPOSE:

Under the general direction of the Principal Director, and working in close collaboration with Branch staff, and relevant service providers, the Administrator is responsible for coordinating and liaising with MDAs in providing support services in facilitating capacity building, administrative support, documentation and logistics related activities of the Section, so as to enable improve Branch efficiency; and the implementation and administration of a records management system in support of Branch related activities, and the overall effective and efficient organisational functioning of PIAB. 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities 

• Coordinates and administers the development, implementation and evaluation of an annual work plan, including program, strategy, goals and budget;
• Functions as the point person for sensitization, logistics and documentation matters within PIAB; 
• Administers a recordkeeping system to track participation and outcomes in training/sensitization activities so as to facilitate evaluation of progress in process improvements and capacity building; 
• Oversees and administers the documentation management system and database for the classification, storage, tracking and retrieval of records, including all projects screened and approved; 
• Maintains business classification systems in accordance with GOJ RIM Policy and standards, and monitors and reviews arrangements and description of records for completeness; 
• Assists the Principal Director in developing and maintaining archives of visual, audio and electronic materials; 
• Ensures the security, accuracy, quality and integrity of records within the system; 
• Assists with the development of policies for the records management programme and the implementation of a disaster preparedness and recovery plan; 
• Receives and processes requests for records and information by verifying, identifying routine as opposed to sensitive records and authorizing release and/or referral as deemed appropriate; 
• Monitors retention schedules; identifies records for disposal and coordinates their disposal in accordance with established retention and retirement schedules and legal and regulatory requirements; 
• Ensures adherence to records management procedures and policies, including security, retention, retrieval, disposal and disaster recovery;
• Coordinates and manages the preparation of an annual report on PIAB as a means of highlighting project status, achievements and challenges, and improving communications and transparency with stakeholders, including the general public and IDPs; 
• Provide leadership in the provision of office management services including resources and other requirements for the Branch to function efficiently
• Stays abreast of trends and developments in the areas of responsibility, by participating in conferences, workshops and seminars; reading professional publications; maintaining professional networks; and participating in professional organizations. 

Other 

• Performs other related duties and responsibilities as may be determined by the Principal Director 

Management/Administrative 

• Collaborates with the Principal Director in developing, implementing and monitoring an annual plan and budget for the Unit 
• Prepares internal periodic and special reports on areas of responsibility including the status of programs, challenges and solutions 
• Ensures appropriate policies, procedures and standards are in place to guide training and documentation related operations 
• Provides orientation and sensitization in records management procedures
• Provides inputs in the development of the Management Information Systems that tracks and monitors progress on project related activities 

Human Resources 

• Fosters and promotes teamwork and a harmonious and collaborative working environment among team members 
• Provides leadership to staff through effective objective/goal setting, performance evaluation, ongoing feedback, delegation and communication
• Participates in the recruitment and selection of staff for the Unit 

REQUIRED COMPETENCIES:

• Knowledge of the organization and maintenance of documentation management and database systems; 
• Knowledge of the methods of design and development of classification system, control mechanisms and tools; 
• Ability to develop training/sensitization plans and compose reports involving synthesis of a complex range of information; 
• Proficiency in Microsoft Office Suite, spread-sheet programs, and database systems; 
• Strong interpersonal and customer service skills 
• Excellent presentation, oral and written communication skills
• Well-developed planning, organizing and time management skills
• Ability to forge effective working relationships internally and externally
• Meticulous attention to detail 
• Ability to multitask and work under pressure in meeting demanding schedules and timelines 
• Ability to maintain confidentiality and integrity in matters of a sensitive nature; 

QUALIFICATION/ EXPERIENCE:

• Bachelor’s Degree or equivalent in Public Administration /Administrative Management, or other relevant Social Science discipline 
• Three to five (3-5) years’ experience working in a records management capacity or in an administrative capacity supporting a Senior Executive
• Exposure to project management skills and software would be added assets 

Specific Conditions associated with the job:

• Work is performed in normal office conditions 
• May be required to travel away from base occasionally in the planning and execution of events 
• May require lifting and carrying documents from one place to another
• May be required to work beyond normal working hours in order to meet deadlines 

Please note that only shortlisted applicants will be contacted.