Business Operations Coordinator

Key and Critical Responsibilities

<p>Supervises the work of employees performing a variety of routine to complex clerical/secretarial and <span style="letter-spacing: 0.4px;">administrative support duties by assigning and reviewing work and providing guidance.</span></p><p><span style="letter-spacing: 0.4px;">Trains and guides staff in performing work assignments.</span></p><p>Manages and coordinates the arrangements for meetings, workshops, conferences and other similar events, both internally and externally, by providing logistical support including:</p><ul><li> scheduling dates and arranging for air and ground transport;</li><li>  arranging accommodation;</li><li>  sourcing and reserving conference facilities;</li><li>  preparing agenda and taking minutes/notes; and</li><li>  following up the implementation of actions and decisions taken as required. </li></ul><div><span style="letter-spacing: 0.4px;"><br></span></div><div><span style="letter-spacing: 0.4px;">Supervises and coordinates activities related to processing , maintaining and updating of manual and </span><span style="letter-spacing: 0.4px;">electronic correspondence, documents and databases and office support such as:</span></div><ul><li>  maintaining manual and electronic filing system/databases/libraries;</li><li>  sorting, recording and routing all incoming correspondence and documents;</li><li>  filing of correspondence and documents manually and electronically and,</li><li>  independently assigning metadata to facilitate electronic searches;</li><li>  dispatching outgoing correspondence, documents; and</li><li>  providing photocopying, printing, scanning, faxing, binding and other office assistance support.</li></ul><div>Assists in the execution of the design, implementation and evaluation of the Divisions policies, projects and <span style="letter-spacing: 0.4px;">programmes; also assists in monitoring the work programmes of the Division to which assigned, follows up on </span><span style="letter-spacing: 0.4px;">actions to be taken and provides timely reminders on key deliverables.</span></div><div><br></div><div>Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.</div><div><br></div><div>Provides project management support such as identifying and managing resources to ensure project and <span style="letter-spacing: 0.4px;">system success.</span></div><div><br></div><div>Coordinates arrangements for local and foreign travel, sources information on costs, develops cost proposals <span style="letter-spacing: 0.4px;">and justifications, plans the itinerary and makes ground transport arrangements, as necessary.</span></div><div><br></div><div>Contributes to the creation of innovative procedures and policies as a means of improving Divisional and Ministrys /Departments work practices and arrangements.</div><div><br></div><div>Prepares and/or guides the preparation of complex correspondence, reports and other documents, including <span style="letter-spacing: 0.4px;">Cabinet Notes.</span></div><div><br></div><div>Maintains liaisons with other Divisions/Units to ensure that the needs of the Divisions/Units are met.</div><div><br></div><div>Undertakes research and prepares justification for acquisition/procurement of stationery, books and other <span style="letter-spacing: 0.4px;">office supplies and equipment for the Division/Unit.</span></div><div><br></div><div>Performs advanced secretarial support to senior managerial staff such as :</div><div><br></div><div>Preparing and formatting documents from manuscript or dictation; and generating documents such as <span style="letter-spacing: 0.4px;">memoranda, letters, reports, tables and spreadsheets utilising word processing and other software;</span></div><div><br></div><div>Reviewing and screening incoming correspondence, making preliminary assessment of importance, <span style="letter-spacing: 0.4px;">handling personally or forwarding to superior;</span></div><div><br></div><div>Receiving and screening incoming calls and visitors , determining priority matters and notifying superior <span style="letter-spacing: 0.4px;">accordingly; and</span></div><div><br></div><div>Coordinating and managing the superiors calendar by arranging appointments and engagements.</div><div><span style="letter-spacing: 0.4px;"><br></span></div><div><span style="letter-spacing: 0.4px;">Performs other duties related to the core functions of the position.</span></div><div><br></div><div><b>KNOWLEDGE, SKILLS AND ABILITIES </b></div><div>Extensive knowledge of modern office practices and procedures.</div><div>Extensive knowledge of office management principles and techniques.</div><div>Considerable knowledge of relevant Public Service rules and regulations,</div><div>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</div><div>practices.</div><div><br></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,</div><div>prepare comprehensive reports and recommendations.</div><div>Ability to direct and lead staff engaged in the performance of clerical/secretarial</div><div>and administrative support functions.</div><div>Ability to use a computer and other standard office machines such as</div><div>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><p></p>