Administrator (GMG/AM 4) – Regional Office

Qualifications and Experience:

• First Degree in Administrative Management/Business Studies or any other related field;
• Three (3) years related working experience in an administrative capacity, 

 OR 

• Associate of Science/Diploma in Public Administration/Management Studies;
• Training in basic Government Accounting would be a plus; 
• Five (5) years related working experience; 
• Any equivalent combination of education and experience 

Specific Knowledge, Skills & Competencies:

Core 

• Good interpersonal skills; 
• Good planning and organizing skills; 
• Excellent time management skills; 
• Good oral and written communication skills; 
• Excellent skills in teamwork and cooperation; 
• Keen listener; 
• Excellent integrity/ethics 
• Demonstrates initiative and creativity; 
• Flexible and adaptable to change; 
• Good customer relations skills 
• Sets and maintains high performance standards, detail oriented. 

Technical 

• Knowledge of general administrative practices and principles; 
• Knowledge of the Ministry’s policies and procedures; 
• Knowledge of modern office equipment 
• Proficient in the use of relevant computer applications 

Key responsibilities will include:

• Providing administrative and secretarial support to the Director, by: 
  • Arranging for venue/meeting room and refreshments, and equipment needed for meetings.
  • Drafting agendas and reports for meetings 
  • Preparing and compiling documents for review/circulation 
  • Advising the Director of related actions from previous meetings 
  • Preparing/compiling meeting documents 
  • Ensuring the circulation of minutes and documents/material prior to meetings o Recording, transcribing and distributing minutes 
  • Maintaining communication with meeting invitees as requested 
  • Preparing reports, letters and other correspondence for dispatch 
  • Recording messages and contacting internal and external personnel to obtain or impart information within the scope of authority. 
  • Printing, photocopying and binding of documents as required. 
• Assisting with the development of the Operational plans for the Corporate Services Unit; collating work plans from each direct report; 
• Assisting with the preparation of the Quarterly and Annual Reports for the Unit under the supervision of the Director and in collaboration with the respective Managers.
• Assisting with research and providing information to facilitate the preparation of critical reports. 
• Liaising with the Regional Health Authorities, other governmental/non-governmental organizations and private agencies as required on behalf of the Director. 
• Receiving, answering, screening and making telephone calls for the Director and referring to appropriate officers from time to time; 
• Receiving hosts/visitors to the Director; 
• Receiving, sorting and logging incoming mail and dispatching to relevant personnel/division/branch/unit; Logs and dispatches incoming and outgoing files to respective officers; 
• Ensuring prompt and accurate recording of the receipt and movement of correspondence;
• Maintaining records in accordance with established procedures: 
  • Maintaining a system to control and safeguard confidential documents, files and reports
  • Organizing and maintaining an effective filing system that allows speedy retrieval of documents/information. 
  • Maintaining correspondence logging system 
• Ensuring urgent matters are re-routed for immediate action to the relevant officers.
• Taking dictation and transcribing and dispatching to the intended persons/organization.
• Developing and monitoring calendar and diary for meetings, appointments, assignments and events for the Director. 
• Scheduling and coordinating performance appraisal meetings for direct reports to the Director. 
• Operating office equipment such as photocopier, fax machine in support of the work of the Director and the Unit; 
• Maintaining adequate office supplies for the division including official forms/documents for the Director. 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED