Business Operations Assistant I

Key and Critical Responsibilities

<p>Assists in the planning and management of meetings, workshops and conferences: </p><ul><li><span style="letter-spacing: 0.4px;">prepares agendas;</span></li><li>issues meeting invitations;</li><li>takes meeting notes;</li><li>distributes minutes to participants; and</li><li>undertakes relevant follow-up action, as directed</li></ul><p>Assists in the coordination of travel arrangements by preparing costing, obtaining quotes from travel agencies and performing other related tasks.</p><p><ul></ul><div>Maintains file register and filing system in keeping with established systems and procedures.</div><div><br></div><div>Receives, records, sorts and routes incoming and outgoing correspondence and other documents.</div><div><br></div><div>Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conferences etc. as directed.</div><div><br></div><div>Orders, issues, and maintains inventory of supplies and equipment.</div><div><br></div><div>Assists in the preparation of timesheets and pay sheets, vouchers, invoices and requisitions; posts entries in journals and ledgers and other routine accounting duties.</div><div><br></div><div>Files memoranda, letters, reports and other documents.</div><div><br></div><div>Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spread sheets utilizing appropriate software.</div><div><br></div><div>Attends to queries and ascertains the business of callers and visitors and guides them accordingly.</div><div><br></div><div>Operates standard office equipment such as photocopiers, scanners, facsimile machines and binders.</div><div><br></div><div>Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed.</div><div><br></div><div>Undertakes basic information gathering, as directed, and compiles data for entry; enters and/ or verifies data.</div><div><br></div><div>Performs other related duties as assigned.</div><div><br></div><div><b>KNOWLEDGE, SKILLS AND ABILITIES</b></div><div>Knowledge of modern office practices and procedures.</div><div>Some knowledge of relevant Public Service rules, regulations, instructions and</div><div>procedures.</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 and prepare documents such as letters, memoranda, minutes</div><div>and reports.</div><div>Ability to learn assigned tasks of limited complexity and variety readily.</div><div>Ability to make arithmetical computations.</div><div>Ability to use a computer and other standard office machines such as</div><div>photocopiers, scanners and facsimile machines.</div><div>Ability to communicate effectively, both orally and in writing.</div><div>Ability to work as part of a team.</div><div>Ability to establish and maintain effective working relationships with colleagues</div><div>and the public.</div><div>Ability to use initiative to find solutions for simple work related issues.</div></p><p><br></p>