PRINCIPAL ACCOUNTABILITIES (POSITION OUTPUTS)
Coordinates the Department’s administrative activities in an effective, up to date and accurate manner by:
Actively participates in the department’s service delivery and strategic planning sessions;
Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives;
Operates office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete department tasks;
Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Manager or designate;
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Coordinates and organizes department meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings;
Completes internal and external correspondence, legal documents, form letters and other documents, and distributes them as directed; Prepares meeting agendas, records and distributes meeting minutes, and maintains organized files of same;
Coordinates any required repairs to office equipment; Coordinates and completes significant special projects independently or in cooperation with other groups as directed by the Manager, or designate;
Arranges for department team travel including making hotel accommodations and land and air transportation bookings;
Maintains adequate office supply of all department supplies used within the department;
Understands and adheres to Corporation’s policies and procedures
Perform administrative and clerical support to the Manager and department in accomplishing their roles and responsibilities. This includes:
Produces forms, schedules, and correspondence as required;
Completes confidential administrative services for the Manager;
Produces and/or assists in the production of all required internal and external reports;
Regularly reviews progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks;
Coordinates liaison activities with other departments;
Assists in the development of the department budget and ensures spending remains within acceptable variances;
Supports the Manager in addressing any personnel matters within the department;
Verifies and records department staff compliance with the agency’s administrative and financial policies and procedures, including travel expense claims and staff attendance reports;
Prepares financial, expenditures and payment authorization forms, and administrative documents for authorization by the Manager, such as cheque requisitions, purchase orders, etc.
Serve as the coordinator of the department’s information, reporting, and communication strategies and activities. This includes:
Develops or maintains an accurate and up to date records management system (including classifying and coding electronic and hardcopy files);
Stores, retrieves and disseminates information for staff and clients;
Prepares detailed presentations and reports as required by the Manager or designate;
Ensures the safeguarding of all confidential files;
Creates databases and/or processes to accomplish tasks;
Coordinates and completes department communiqués to internal and external audiences
Creates and maintains the filing system for all confidential documents and updates records to ensure availability of management information.
Processes documents relating to safety, health, environment and risk.
Maintains and updates a file movement register to ensure that all files leaving the Department Office are traceable.
Opens and maintains Service Level Agreement (SLA) registers for external service providers for the Department.
Sorts and arranges personal incoming mail and files documents and marks them to the relevant Managers or officers.
Resolve administrative problems and inquiries.
Ensures that all safety and loss control standards (Safety Health and Environmental) contained in the Corporation’s standards are adhered to.
Undertakes Such Other Related Duties as Directed by the Supervisor
Recognized Diploma in Office Administration or Equivalent.
Knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Word, Excel, PowerPoint, Outlook and Access).
A minimum of 2 years’ of administrative experience with increasing responsibility.
Proficiency in MS Office Products
- Attention to Detail
- Problem Solving
- Customer Focus
- Continuous Improvement
- Commercial Awareness
- Action Orientation
- Drive for Results
- Team orientation
- Interpersonal Skills (Communication)
- Values, Ethics and Integrity
- Ensuring and maintain quality work (Speed and Accuracy)
- Accuracy of records and retrieval of information
- Adherence to timelines
- Customer Satisfaction
- Retrieval of files
- Maintaining confidentiality (Secure records/information)
- Balancing the busy workload of the Manager, requires an understanding of the organization’s people and processes and judgment in multi-tasking across a variety of issues
- Managing up to ensure the Manager is abreast on all relevant issues and related developments