Job Description
The incumbent is required to perform a variety of administrative and/or advanced secretarial support duties. Duties&nbsp;<span style="letter-spacing: 0.4px;">include supervising and coordinating the work of staff performing clerical/secretarial and administrative support&nbsp;</span><span style="letter-spacing: 0.4px;">duties; assisting in the preparation of budgets for a Unit/Division, and the training and guidance of subordinate staff.</span><div>Depending on the assignment, the incumbent may be required to perform some or the full range of the duties of this position.</div>
Key and Critical Responsibilities
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. <div> Trains and guides staff in performing work assignments. </div><div> Manages and coordinates the arrangements for meetings, workshops, conferences and other similar events, both internally and externally, by providing logistical support including:- </div><div>o scheduling dates and arranging for air and ground transport; </div><div>o arranging accommodation; </div><div>o sourcing and reserving conference facilities; </div><div>o preparing agenda and taking minutes/notes; and </div><div>o following up the implementation of actions and decisions taken as required. </div><div> Supervises and coordinates activities related to processing, maintaining and updating of manual and electronic correspondence, documents and databases and office support such as:- </div><div>o maintaining manual and electronic filing system/databases/libraries; </div><div>o sorting, recording and routing all incoming correspondence and documents; </div><div>o filing of correspondence and documents manually and electronically and, independently assigning metadata to facilitate electronic searches; </div><div>o dispatching outgoing correspondence, documents; and </div><div>o providing photocopying, printing, scanning, faxing, binding and other office assistance support. </div><div> Assists in the execution of the design, implementation and evaluation of the Division's policies, projects and programmes; also assists in monitoring the work programmes of the Division to which assigned, follows up on actions to be taken and provides timely reminders on key deliverables. </div><div> Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. </div><div> Provides project management support such as identifying and managing resources to ensure project and system success. </div><div> Coordinates arrangements for local and foreign travel, sources information on costs, develops cost proposals and justifications, plans the itinerary and makes ground transport arrangements, as necessary. </div><div> Contributes to the creation of innovative procedures and policies as a means of improving Divisional and /Department's work practices and arrangements. </div><div> Prepares and/or guides the preparation of complex correspondence, reports and other documents, including Executive Council Notes. </div><div> Maintains liaisons with other Divisions/Units to ensure that the needs of the Divisions/Units are met. Undertakes research and prepares justification for acquisition/procurement of stationery, books and other office supplies and equipment for the Division/Unit. </div><div> Performs advanced secretarial support to senior managerial staff such as :- </div><div>o Preparing and formatting documents from manuscript or dictation; and generating documents such as memoranda, letters, reports, tables and spreadsheets utilising word processing and other software; </div><div>o Reviewing and screening incoming correspondence, making preliminary assessment of importance, handling personally or forwarding to superior; </div><div>o Receiving and screening incoming calls and visitors, determining priority matters and notifying superior accordingly; and </div><div>o Coordinating and managing the superior's calendar by arranging appointments and engagements. </div><div> Performs other duties related to the core functions of the position. </div><div><br></div>
Key Competencies
Extensive knowledge of modern office practices and procedures. <div> Extensive knowledge of office management principles and techniques. </div><div> Considerable knowledge of relevant Public Service rules and regulations, instructions, and procedures. </div><div> Considerable knowledge of relevant financial rules and regulations. </div><div> Considerable knowledge of records and information management techniques. </div><div> Knowledge of the principles of Public Administration. </div><div> Knowledge of project management techniques. </div><div> Some knowledge of Human Resource Management principles, procedures and practices. </div><div> Proficiency in the use of Microsoft Office Suite. </div><div> Skill in the use of personal computers. </div><div> Ability to use e-Government technology platforms. </div><div> Ability to use the internet for research purposes. </div><div> Ability to compose letters, memoranda, minutes and reports. </div><div> Ability to demonstrate analytical and problem solving skills. </div><div> Ability to plan and co-ordinate work programmes evaluate their effectiveness, prepare comprehensive reports and recommendations. </div><div> Ability to direct and lead staff engaged in the performance of clerical/secretarial and administrative support functions. </div><div> Ability to use a computer and other standard office machines such as photocopiers, scanners, facsimile machines. </div><div> Ability to communicate effectively both orally and in writing. </div><div> Ability to promote teamwork. </div><div> Ability to establish and maintain effective working relationships with colleagues. </div><div> Ability to interact positively with members of the public. </div><div> Ability to use initiative to solve work-related problems. </div><div><br></div>