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Job Description

<h3 class="mt-0 mb-20" style="margin-bottom: 25px; margin-top: 60px; font-weight: 700; line-height: 36px; font-size: 24px; letter-spacing: 0.4px;">Job Description</h3>The incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties.&nbsp; Work involves the performance of office management functions; assisting in strategy and work programme planning and implementation; undertaking follow-up activities as required and performing secretarial duties for managerial/professional and technical staff.&nbsp; Duties also include the supervision of employees engaged in the performance of related duties.&nbsp; Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.&nbsp;&nbsp;

Key and Critical Responsibilities

DUTIES AND RESPONSIBILITIES<o:p></o:p><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>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.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li><span times="" new="" roman";"="" style="transition-property: all; font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-stretch: normal; font-size: 7pt; line-height: normal;">&nbsp;Trains and guides staff in performing work assignments.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li><span times="" new="" roman";"="" style="transition-property: all; font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-stretch: normal; font-size: 7pt; line-height: normal;">&nbsp;Co-ordinates the planning and management of meetings, workshops and conferences.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li><span times="" new="" roman";"="" style="transition-property: all; font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-stretch: normal; font-size: 7pt; line-height: normal;">&nbsp;Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports and other documents.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment.</li><li><span times="" new="" roman";"="" style="transition-property: all; font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-stretch: normal; font-size: 7pt; line-height: normal;">&nbsp;Undertakes follow-up activities regarding the Units work programme and decisions<span work="" sans",="" sans-serif;="" font-size:="" 15px;="" font-style:="" normal;="" font-variant-ligatures:="" font-variant-caps:="" font-weight:="" 400;="" letter-spacing:="" 0.4px;="" orphans:="" 2;="" text-align:="" justify;="" text-indent:="" -24px;="" text-transform:="" none;="" widows:="" word-spacing:="" 0px;="" -webkit-text-stroke-width:="" white-space:="" background-color:="" rgb(255,="" 255,="" 255);="" text-decoration-thickness:="" initial;="" text-decoration-style:="" text-decoration-color:="" display:="" inline="" !important;="" float:="" none;"="" style="transition-property: all;">&nbsp;taken at meetings, workshops and conferences and submits progress reports.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li><span times="" new="" roman";"="" style="transition-property: all; font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-kerning: auto; font-optical-sizing: auto; font-feature-settings: normal; font-variation-settings: normal; font-variant-position: normal; font-stretch: normal; font-size: 7pt; line-height: normal;">&nbsp;Undertakes research, conducts analysis and compiles data as directed.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>Performs office management duties such as -&nbsp;developing and maintaining file register and filing system in keeping with established procedures,&nbsp;coordinating the receipt, sorting, recording and distribution of correspondence and other documents,&nbsp;coordinating travel arrangements for staff and&nbsp;arranging for equipment/building repairs and maintenance.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.<o:p></o:p></li><li>Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilizing appropriate software.</li><li>Performs administrative support duties for managerial/professional/technical staff such as - Reviewing and screening incoming correspondence, making a preliminary assessment of its importance, handles some personally or forwarding to superior, receiving and screening incoming calls and visitors, determining&nbsp;priority matters and notifying superior accordingly and coordinating and managing the superior's calendar by arranging appointments and engagements.</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>Operates a computer, utilizing word processing and other software as well as other standard office machines such a scanners, photocopiers and facsimile machines.&nbsp;</li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li>Performs other related duties as assigned.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </li></ul>

Key Competency

KNOWLEDGE, SKILLS AND ABILITIES<o:p></o:p>KNOWLEDGE:<ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li style="text-align: justify;">Considerable knowledge of modern office practices and procedures.&nbsp;&nbsp;&nbsp;&nbsp;</li><li style="text-align: justify;">Considerable knowledge of relevant Public Service rules, regulations, instructions and procedures.</li><li style="text-align: justify;">Considerable knowledge of office management principles and techniques.</li><li style="text-align: justify;">Knowledge of relevant financial rules and regulations.</li></ul> SKILLS AND ABILITIES:<ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li style="text-align: justify;">Proficiency in the use of Microsoft Office Suite.</li><li style="text-align: justify;">Skill in the use of personal computers.</li><li style="text-align: justify;">Ability to use e-Government technology platforms.</li><li style="text-align: justify;">Ability to use internet for research purposes.</li><li style="text-align: justify;">Ability to compose and prepare standard documents such as letters, memoranda, minutes and reports.</li><li style="text-align: justify;">Ability to demonstrate problem solving skills.</li><li style="text-align: justify;">Ability to plan, organize and supervise the work of staff engaged in performing a variety of clerical/secretarial and administrative support duties.</li><li style="text-align: justify;">Ability to train and mentor employees.</li><li style="text-align: justify;">Ability to communicate effectively both orally and in writing.</li><li style="text-align: justify;">Ability to develop creative strategies and solutions to accomplish objectives.</li><li style="text-align: justify;">Ability to lead and work as part of a team.</li><li style="text-align: justify;">Ability to establish and maintain effective working relationships with colleagues and members of the public.</li><li style="text-align: justify;">Ability to use initiative and to find solutions for work related issues.</li></ul>Minimum Experience and Training&nbsp;<ul><li style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp; A minimum of four (4) years' experience performing clerical/secretarial and administrative support duties.</li><li style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp; Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent. </li></ul><div> </div>

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Ministry of Housing and Urban Development (MHUD)

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Key and Critical Responsibilities

Key Competency

Business Operations Assistant II (CV &amp; Cover Letter Required, please upload)

Job Information

Ministry of Housing and Urban Development (MHUD)

Job Description

Key and Critical Responsibilities

Key Competency

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Business Operations Assistant II (CV & Cover Letter Required, please upload)