Job Description
<span style="" carlito","sans-serif";mso-fareast-font-family:carlito;mso-bidi-font-family:="" carlito;mso-font-width:105%;mso-ansi-language:en-us;mso-fareast-language:en-us;="" mso-bidi-language:ar-sa"="">The incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties. Work involves the performance of office management functions; assisting in strategy and work programme planning and implementation; undertaking followup activities as required and performing secretarial duties for managerial/professional and technical staff. Duties also include the supervision of employees engaged in the performance of related duties. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.</span>
Key and Critical Responsibilities
<ul><li style="margin: 1.7pt 37.25pt 0.0001pt 39.25pt; line-height: 105%;"><span style="line-height: 105%;">Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance.</span><span style="line-height: 105%;"><o:p></o:p></span></li></ul> <ul><li style="margin: 2.75pt 0in 0.0001pt 39.25pt;">Trains and guides staff in performing work assignments.<o:p></o:p></li></ul> <ul><li style="margin: 3.25pt 0in 0.0001pt 39.25pt;">Coordinates the planning and management of meetings, workshops and conferences.<o:p></o:p></li></ul> <ul><li style="margin: 3.35pt 5.5pt 0.0001pt 39.25pt; line-height: 105%;"><span style="line-height: 105%;">Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports and other documents.</span><span style="line-height: 105%;"><o:p></o:p></span></li></ul> <ul><li style="margin: 2.8pt 4.85pt 0.0001pt 39.25pt; line-height: 103%;"><span style="line-height: 103%;">Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment.</span><span style="line-height: 103%;"><o:p></o:p></span></li></ul> <ul><li style="margin: 2.85pt 0in 0.0001pt 39.25pt;">Undertakes followup activities regarding the Units work programme and decisions taken at meetings, workshops and conferences and submits progress reports.</li><li style="margin: 2.85pt 0in 0.0001pt 39.25pt;">Undertakes research, conducts analysis and compiles data as directed.</li></ul><p class="TableParagraph" style="margin: 3.25pt 0in 0.0001pt 39.25pt;"><o:p></o:p></p> <ul><li style="margin: 3.35pt 0in 0.0001pt 39.25pt;">Performs office management duties such as :<o:p></o:p></li></ul> <p class="TableParagraph" style="margin: 3.9pt 0in 0.0001pt 73.1pt;">- developing and maintaining file register and filing system in keeping with established procedures.</p><p class="TableParagraph" style="margin: 3.9pt 0in 0.0001pt 73.1pt;"><span style="text-indent: -17pt; line-height: 103%;">- coordinating the receipt, sorting, recording and distribution of correspondence and other documents.</span><br></p> <p class="TableParagraph" style="margin: 0.65pt 0in 0.0001pt 73.1pt;">- coordinating travel arrangements for staff.<o:p></o:p></p> <p class="TableParagraph" style="margin: 0.95pt 0in 0.0001pt 73.1pt;">- arranging for equipment/building repairs and maintenance.<o:p></o:p></p> <ul><li style="margin: 3.25pt 0in 0.0001pt 39.25pt;">&nbsp;Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.<o:p></o:p></li></ul> <ul><li style="margin: 3.35pt 5.45pt 0.0001pt 39.25pt; line-height: 105%;"><span style="line-height: 105%;">Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilising appropriate software.</span><span style="line-height: 105%;"><o:p></o:p></span></li></ul> <ul><li style="margin: 2.65pt 5.35pt 0.0001pt 39.25pt; line-height: 105%;"><span style="line-height: 105%;">Operates a computer, utilising word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines.</span><span style="line-height: 105%;"><o:p></o:p></span></li></ul> <ul><li style="margin: 2.8pt 0in 0.0001pt 39.25pt;">Performs administrative support duties for managerial/professional/technical staff such as </li></ul><p class="TableParagraph" style="margin: 2.8pt 0in 0.0001pt 39.25pt;">&nbsp; &nbsp; &nbsp; &nbsp; -&nbsp;<span style="text-indent: -17pt; line-height: 103%;">reviewing and screening incoming correspondence, making preliminary assessment of its </span><span style="text-indent: -17pt; line-height: 103%;">importance, handles some personally or forwarding to superior;</span><br></p> <p class="MsoNormal" style="">&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;- receiving and screening incoming calls and visitors , determining priority matters and notifying&nbsp;<span style="text-indent: 0in;">superior accordingly; and</span></p><p class="MsoNormal" style=""><span style="letter-spacing: 0.4px;">&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;- cocoordinating and managing the superiors calendar by arranging appointments and&nbsp;</span><span style="letter-spacing: 0.4px;">engagements.</span></p><ul><li><span style="letter-spacing: 0.4px; text-indent: -0.25in;">&nbsp; &nbsp; &nbsp;Performs other related duties as</span><span style="letter-spacing: 0.4px; text-indent: -0.25in;"> </span><span style="letter-spacing: 0.4px; text-indent: -0.25in;">assigned.</span><br></li></ul>
Key Competency
<p class="TableParagraph" style="text-align: left; margin-top: 1.8pt;"><b><u>&nbsp;Knowledge</u></b></p><ul><li style="margin-top: 1.8pt;">Considerable knowledge of modern office practices and procedures.</li><li style="margin-top: 1.8pt;">Considerable knowledge of relevant Public Service rules, regulations, instructions and <span style="line-height: 105%;">procedures.</span></li><li style="margin-top: 1.8pt;">Considerable knowledge of office management principles and techniques.</li><li style="margin-top: 1.8pt;">Knowledge of relevant financial rules and<span style="text-indent: -16.95pt;"> </span><span style="text-indent: -16.95pt;">regulations.</span></li></ul><p style="margin-top: 1.8pt;"><b style="text-indent: -16.95pt; letter-spacing: 0.4px;"><u><br></u></b></p><p style="margin-top: 1.8pt;"><b style="text-indent: -16.95pt; letter-spacing: 0.4px;"><u>Skills and Abilities</u></b><br></p> <ul><li style="margin-top: 1.8pt;">Proficiency in the use of Microsoft Office Suite.<o:p></o:p></li></ul> <ul><li style="margin-top: 0.4pt;">&nbsp;Skill in the use of personal computers.<o:p></o:p></li></ul> <ul><li style="margin-top: 0.5pt;">&nbsp;Ability to use eGovernment technology platforms.<o:p></o:p></li></ul> <ul><li><!--[if !supportLists]--><span style="" sans-serif";"="">&nbsp;</span>Ability to use the internet for research purposes.<o:p></o:p></li></ul> <ul><li style="margin-right: 21.7pt; line-height: 103%;">&nbsp;<span style="line-height: 103%;">Ability to compose and prepare standard documents such as letters, memoranda, minutes </span><span style="line-height: 103%;">and reports.</span><span style="line-height: 103%;"><o:p></o:p></span></li></ul> <ul><li style="margin-top: 0.05pt;">&nbsp;Ability to demonstrate problem solving skills.<o:p></o:p></li></ul> <ul><li style="margin-right: 26.85pt; line-height: 103%;">&nbsp;<span style="line-height: 103%;">Ability to plan, organize and supervise the work of staff engaged in performing a variety of </span><span style="line-height: 103%;">clerical/secretarial and administrative support duties.</span><span style="line-height: 103%;"><o:p></o:p></span></li></ul> <ul><li style="margin-top: 0.05pt;">&nbsp;Ability to train and mentor employees.<o:p></o:p></li></ul> <ul><li>&nbsp;Ability to communicate effectively both orally and in writing.<o:p></o:p></li></ul> <ul><li style="margin-top: 0.5pt;">&nbsp;Ability to develop creative strategies and solutions to accomplish objectives.<o:p></o:p></li></ul> <ul><li style="margin-top: 0.45pt;">&nbsp;Ability to lead and work as part of a team.</li><li style="margin-top: 0.45pt;">&nbsp;Ability to establish and maintain effective working relationships with colleagues and members of the public.</li><li style="margin-top: 0.45pt;">Ability to use initiative and to find solutions for work related issues.</li></ul><p style="margin-top: 0.45pt;"><br></p><p style="margin-top: 0.45pt;"><b><u>Minimum Experience and Training</u></b></p><ul><li style="margin-top: 0.45pt;"><span style="letter-spacing: 0.4px;">Minimum of four (4) years experience performing clerical/ secretarial and administrative support duties.</span></li><li style="margin-top: 0.45pt;">Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate <span carlito","sans-serif";="" mso-fareast-font-family:carlito;mso-bidi-font-family:carlito;mso-font-width:="" 105%;mso-ansi-language:en-us;mso-fareast-language:en-us;mso-bidi-language:ar-sa"="" style="letter-spacing: 0.4px;">in Public Administration (CPA) or equivalent</span></li></ul><p class="MsoListParagraph" style="margin-left: 22.3pt;"><span style="font-size:9.0pt;mso-bidi-font-size:11.0pt;mso-font-width:105%"><br></span></p>