Job Description
<p class="MsoNormal"><span lang="EN-GB" style="font-size:12.0pt;line-height:107%">The incumbent is required to perform a variety of complex clerical/secretarial 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 the assignment, the incumbent may be required to perform some or the full range of duties of this position.<o:p></o:p></span></p>
Key and Critical Responsibilities
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">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.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Trains and guides staff in performing work assignments.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Co-ordinates the planning and management of meetings, workshops and conferences.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports and other documents.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Undertakes follow-up activities regarding the Units work programme and decisions taken at meetings, workshops and conferences and submits progress reports.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Undertakes research, conducts analysis and compiles data as directed.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Performs office management duties such as:<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">developing and maintaining file register and filing system in keeping with established procedures.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Co-ordinating the receipt, sorting, recording and distribution of correspondence and other documents.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">co-ordinating travel arrangements for staff.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">arranging for equipment/building repairs and maintenance.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Assistance in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilising appropriate software.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Operates a computer, utilising word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Performs administrative support duties for managerial/professional/technical staff such as:<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to superior;<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Receiving and screening incoming calls and visitors, determining priority matters and notifying superior accordingly; and<o:p></o:p></span></p> <p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo2"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;mso-ascii-font-family:Calibri; mso-fareast-font-family:Calibri;mso-hansi-font-family:Calibri;mso-bidi-font-family: Calibri">-<span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Coordinating and managing the superiors calendar by arranging appointments and engagements.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Performs other related duties as assigned.<o:p></o:p></span></p>
Key Competency
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Minimum of four (4) years experience performing clerical/secretarial and administrative support duties.<o:p></o:p></span></p> <p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><!--[if !supportLists]--><span lang="EN-GB" style="font-size:12.0pt;line-height:107%;font-family:Symbol; mso-fareast-font-family:Symbol;mso-bidi-font-family:Symbol"><span style="font-variant-numeric: normal; font-variant-east-asian: normal; font-variant-alternates: normal; font-size-adjust: none; 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; font-family: &quot;Times New Roman&quot;;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><!--[endif]--><span lang="EN-GB" style="font-size:12.0pt; line-height:107%">Training as evidenced by the possession of an Association of Business Executives Diploma (ABE); or Certificate in Public Administration (CPA) or equivalent.<o:p></o:p></span></p>