Business Operations Assistant II (Mercy Committee)

Key and Critical Responsibilities

<ul><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. <ul></ul></li><li>Trains and guides staff in performing work assignments. </li><li>Co-ordinates the planning and management of meetings, workshops and conferences. </li><li>Prepares and/or guides the preparation of complex correspondence, spreadsheets, reports and other documents. </li><li>Determines the need for, and prepares or oversees the requisition, receipt, storage, distribution and maintenance of office supplies and equipment. </li><li>Undertakes follow-up activities regarding the Units work programme and decisions taken at meetings, workshops and conferences and submits progress reports. </li><li>Undertakes research, conducts analysis and compiles data as directed. </li><li>Performs office management duties such as : developing and maintaining file register and filing system in keeping with established procedures. </li><li>Coordinating the receipt, sorting, recording and distribution of correspondence and other documents. </li><li>Coordinating travel arrangements for staff. </li><li>Arranging for equipment/building repairs and maintenance. </li><li>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion. </li><li>Generates a wide variety of documents such as letters, memoranda, minutes, reports, spreadsheets utilizing appropriate software. </li><li>Operates a computer, utilizing word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines. </li><li>Performs administrative support duties for managerial/professional/technical staff such as : reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to superior; receiving and screening incoming calls and visitors , determining priority matters and notifying superior accordingly; and co-coordinating and managing the superiors calendar by arranging appointments and engagements. </li><li>Performs other related duties as assigned.</li></ul>