Post Number:
307117
Job Grade:
GMG/AM 2
Division:
Human Resource Management and Development
Reports To:
Director, Human Resource Management Development (GMG/SEG 3)
Job Purpose
To provide secretarial and administrative functions that supports the Director Human Resource Management and Development and that enhances the work processes and operations of the office.
Key Outputs
- Calendar with scheduled appointments updated.
- Meetings planned and coordinated.
- Correspondence prepared and distributed.
- Reports prepared.
- Agenda for meetings prepared.
- Comprehensive filing systems for electronic and manual records maintained.
- Action items and follow-up assigned by or to the Human Resource Management and Development Unit managed.
- Minutes of assigned meetings prepared.
- Stationery and Supplied for the Unit requested.
Performance Criteria
- Appointments and calendar entries actively managed, including provision of requisite documents for the engagements/meetings.
- Meetings planned and coordinated against agreed requirements.
- Correspondences are accurately prepared and dispatched within requested timelines.
- Reports are comprehensive and accurately prepared.
- Agendas for meetings accurately prepared and made available within required timelines.
- Filing system is comprehensive and is maintained in accordance with established practices and updated within timelines agreed upon.
- System of effectively tracking action and follow-up items developed and maintained.
- Meeting minutes are accurately and prepared within a timeline agreed upon following meetings.
- Stationery/Supplies re-order level for the Unit established and orders submitted within agreed timelines.
Job Responsibilities
- Composes letters/memoranda from general instructions.
- Reads and analyses incoming correspondence, submissions, and reports in order to determine significance and distribution.
- Answers the telephone, screens callers, and takes and relays messages.
- Maintains schedules of routine, special appointments and advise the Director on matters requiring prompt attention.
- Responds to request and inquires as directed.
- Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, and /or presentation software as required.
- Assists in the organization of events and activities to include scheduling rooms and issuing information.
- Maintains and monitors a schedule of meeting and other events for the unit.
- Makes travel and accommodation arrangements for Director as required.
- Co-ordinates the flow of paperwork, including periodic and special reports between the Human Resource Management and Development and the other sections/units.
- Research and analyses data and prepared draft reports on administrative matters or other informational materials as required.
- Attends meetings in order to record minutes as requested.
- Complies, transcribes and distributes minutes of meetings within established timelines.
- Any other related duties as assigned by the Human Resource Management and Development
Key Competencies
Core Competencies
- Communicating effectively.
- Working collaboratively.
- Developing capability.
- Seeing the big picture.
- Driving continuous change and improvement.
- Making effective decisions.
- Demonstrating a commercial and business mindset.
- Ensuring value for taxpayers’ money.
Technical Competencies
- Records and Information Management.
- Office and Administrative Support Services
Qualification & Experience Requirements
- 5 CXC or GCE ‘O’ Level subjects including English Language and Mathematics or a numeric subject; successful completion of the prescribed Secretarial/Administrative Management Course of study at the Management Institute for National Development (MIND) or equivalent Course.
- Minimum 2 years’ experience in a similar capacity in the secretariat skills.
- Excellent organizational and time management skills
Salary Range (per annum)
$1,711,060.00 to $2,301,186.00