Administrator (GMG/AM 4)

Job Purpose

To provide administrative support to the Senior Director, Justice Reform Implementation (SD, JRI) in order to ensure that the operations of the Division are effective and efficient in relation to communication and work assignments between the SDJRI and his/her direct reports, the Permanent Secretary, the Minister, the Ministry’s Agencies, other government entities, regional and international bodies and the general public. 

Key Outputs:

• Meetings, conferences, workshops and seminars coordinated; 
• Meetings of the SDJRI are organized; 
• Documents produced; 
• Telephone communication adequately managed and requests handled; 
• Filing system operational 
• Relevant information readily retrieved and disseminated; 
• Administrative policies and procedures implemented; 
• Secretarial duties performed. 

Key Responsibility Areas:

• Liaises with Senior Heads of Sections and personnel outside of the Directorate to facilitate administrative support; 
• Establishes, supervises and maintains an appropriate filing system for the recording and easy retrieval of information; 
• Oversees the logs of all mails/files that come directly to the SDJRI; 
• Oversees and maintains the “third copy” files for correspondence sent out by the SDJRI;
• Types reports, correspondences, memos, forms, agendas etc. proof reads documents for accuracy, completeness, and conformity with established formats; 
• Coordinate meetings, workshops, and official events, including logistics and documentation and involving local and international stakeholders; 
• Prepare meeting agendas, minutes, and follow-up action points. 
• Ensures that all documents and papers prepared and leaving the Senior Director’s office are adequately prepared for dispatch; 
• Assists in the budget preparation process for the Division; 
• Screens visitors and phone calls intended for the SDJRI and refer them to the appropriate personnel in the event of his/her absence or unavailability; 
• Follow up on the directives given and requests made by the SDJRI 
• Assist in compiling data, conducting research, and preparing reports for justice reform initiatives;
• Researches and provides information to the SDJRI in the preparation of reports; 
• Support the preparation of presentations and briefing materials for the Senior Director.
• Monitor and track assigned projects to provide updates and reminders; 
• Attends administrative meetings on the instructions of the SDJRI; 
• Arranges for the printing, photocopying, binding and dispatch of documents produced;
• Designs and maintains an effective general filing system; 
• Manages the re-order levels of stationery and office supplies for the Branch; 
• Prepares resource materials and packages for participants of seminars, workshops and retreats spearheaded by the SDJRI;
• Makes arrangements for local and overseas travel for SDJRI; 
• Takes dictation and reproduces confidential and other correspondence; 
• Ensures that telephone bills are reconciled and payments made in respect of personal calls
• Maintains electronic folders containing calendar and contacts 
• Assists in the preparation of Corporate and Operational Plans for the Directorate
• Oversees the attendance register for the Division 
• Maintains the SDJRI’s diary regarding appointments, meetings, conferences, visits etc. on a day-to-day basis. 
• Performs any other duties as assigned 

Performance Standards:

This job is satisfactorily performed when: 

• Files are maintained and updated in an accurate and timely manner; 
• Queries appropriately directed; 
• Conflicts prevented in the SDJRI’s schedule; 
• ? Types reports, correspondences, memos, forms, agendas etc. proof reads documents for accuracy, completeness, and conformity with established formats; 
• Pertinent and comprehensive information provided within the prescribed time frame; Minutes and action agendas provided within the specified deadline; 
• Confidentiality, integrity and professionalism displayed in the execution of duties and personal conduct at all times; 
• Good coordination and effective working relations with other Divisions, Portfolio Entities and other stakeholders that interact with the Senior Director, Justice Reform Coordination;

Required Competencies:

Core Competencies 

• Adaptability 
• Compliance 
• Customer and Quality Focus 
• Initiative 
• Integrity 
• Interpersonal 
• Oral Communication 
• Team Work & Cooperation 
• Time Management 
• Written Communication 

Technical/Functional Competencies

• Accountability 
• Attention to Detail 
• Goal/Results Oriented 
• Methodical 
• Planning and Organising 
• Problem Solving and Decision-making 
• Resilience 
• Stress Tolerance 
• Technical Skills 
• Use and Application of Technology 

Other Competencies

• Ability to compose and edit written material
• Ability to record minutes and transcribe meeting notes
• Ability to work under pressure and meet deadlines
• Tact and decorum when dealing with people
• Ability to maintain calendars and schedule appointments
• Sound knowledge of Office Practices and procedures
• Consistently approaches work with energy and a positive constructive attitude
• Good Records Management skills

Minimum Required Education and Experience

Qualifications and Experience 

• First degree in Administrative Management, Management Studies, Public Administration or equivalent 
• Two (2) years related working experience 

Continuous Professional Development 

• Evidence of continual professional development measures taken appropriate to administration 

Authority:

• Draft documents; 
• Make recommendations to improve the efficiency of the Senior Director’s office.
• Access confidential information 
• Screen calls and visitors 
• Monitor stationery levels and initiate reordering 
• Receive and provide information on behalf of the Senior Director 
• Schedule and prioritize appointments and engagements for the Senior Director 
• Contribute to response to certain correspondence 

Specific 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 required to travel to meetings to support the Senior Director, as applicable.

The Ministry of Justice & Constitutional Affairs thanks all applicants for their interest, however only those shortlisted will be contacted.