JOB SUMMARY:
The incumbent is required to perform a variety of administrative and/or secretarial support duties.
REPORTS TO: Administrator
DUTIES AND RESPONSIBILITIES:
- Provide overall administrative support to the Administrator;
- Coordinate and schedule meetings for the Project Manager, Assistant Project Manager and Coordinators;
- Follow up on outstanding matters as indicated by the Administrator;
- Source quotations as and when needed for inventory, furniture etc;
- Prepare and maintain monthly stationery inventory stock count;
- Prepare drafts of routine correspondence and other documents in reference to administrative and accounting matters as directed by the Administrator for Signature and Dispatch;
- Maintain data entry;
- Ensure source documents are attached to the invoices for payment;
- Source quotations and prepare Purchase Orders;
- Prepare weekly status reports on initiatives and follow-up on all outstanding items for completion by Administrative Staff;
- Provide assistance with projects as and when needed;
- Assist the Administrator with Audits;
- Take minutes at meetings;
- Develop and maintain a records management filing system;
- Performs other duties related to the core functions of the position and as assigned by the Administrator.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Modem office practices and procedures.
- Office management principles and techniques.
- Relevant Public Service rules and regulations, instructions and procedures.
- Relevant financial rules and regulations.
- Records and information management techniques.
- Principles of Public Administration.
- Human Resource Management principles, procedures and practices.
- Proficiency in the use of Microsoft Office Suites.
- Skill in the use of personal computers.
- Ability to use the internet for research purposes.
- Ability to compose letters, memoranda, minutes and reports.
- Ability to use a computer and other standard office machines such as photocopiers, scanners, facsimile machines.
- Ability to communicate effectively both orally and in writing.
- Ability to work in teams.
- Ability to establish and maintain effective working relationships with colleagues.
MINIMUM EXPERIENCE AND TRAINING:
- Associate Degree / Diploma in Business Management or similar discipline.
- Two (2) to Four (4) years’ experience in a similar positions.
- Any equivalent combination of experience and training.