Project Administrator (GMG/AM 3) - Regional Office

Qualifications and Experience

The ideal candidate must possess: 

• Diploma in Business Administration/Certificate in Administrative Management (MIND) Levels 1 -3 or equivalent 

 Plus 

• A minimum of three (3) years’ working experience as an Administrative Assistant within a health environment 

Specific Knowledge, Skills & Competencies

• Knowledge of standard office procedures and control systems 
• Working knowledge of computer applications – Microsoft Word, Excel, PowerPoint, Publisher and Access 
• Good report writing skills 
• Good oral and written communication skills 
• Ability to work in a team 
• Ability to work on own initiative 
• Good interpersonal skills 
• Integrity & ethics 
• People Management Skills 
• Problem Solving and Decision Making Skills 
• Excellent Time Management skills 

Key Responsibilities will include:

• Providing secretarial and administrative support services to the Senior Project Engineer/Manager for the production of letters, memoranda, minutes and other official documents. 
• Receiving telephone calls and visitors, makes appointments and confirms meetings.
• Ensuring meetings within the department are properly arranged and discussions and actions properly documented and communicated to staff within the department. 
• Monitoring queries directed to the department and provides where possible, necessary advice or information required by clients. 
• Maintaining schedule of all appointments and official engagements of the Senior Project Engineer/Manager and issues reminders to ensure fulfilment. 
• Assisting in the maintenance of effective client relations by determining the nature of enquiries from visitors and callers. 
• Liaising as necessary between Senior Projects Engineer/Manager and the other staff within the department for dissemination of information and instructions. 
• Ordering and maintaining inventory or stationery used in the department. 
• Distributing stationery to the staff. 
• Instituting the necessary control systems for stationery and communication within the department.
• Preparing monthly attendance and punctuality reports for staff so as to verify allowances for working beyond normal working hours. 
• Establishing and maintaining a records management system/procedure for the department.
• Performs follow-up to secure timely response from internal and external entities in respect to letters and memoranda emanating from the department. 
• Preparing draft responses, letters, memoranda, reports and notes of meetings.
• Creating a comprehensive filing system and file maintenance of Project documents, Sponsor Agency documents, Project consultant documents, Parish project proposals, etc.
• Maintenance of a File registry logbook 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED