WebsiteMinistry of Transport and Mining
Providing service on land, in the water, in the air.... everywhere
The Island Traffic Authority, Ministry of Transport and Mining, invites applications from suitably qualified individuals to fill the following vacant post:
Administrative Secretary– Human Resource Management and Administration Division (One (1) year Contract)
Job Purpose
To perform and coordinate a wide variety of complex and confidential administrative and secretarial activities as required by the daily operations in the Office of the Head of Human Resource Management and Administration.
Key Responsibilities
Coordinates office activities, develops and recommends office procedures and systems and ensures smooth office operation;
Assembles and compiles material for contract and Budget preparation;
Maintains the office Budget through the preparation of invoices, monitoring of expenditures and preparation/maintenance of budget reporting/management documents;
Researches and analyzes data and prepares draft reports on routine administrative matters;
Researches, compiles and summarizes a variety of informational or statistical materials as required;
Follows up assignments given to management staff by the Head of Human Resource Management and Administration and provides status reports to the Head of Human Resource Management and Administration;
Coordinates the flow of paperwork, including periodic and special reports between the Office of the Head of Human Resource Management and Administration and the various Branches and Units;
Types draft and finished documents and reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
Responds to requests, inquiries and complaints from stakeholders and the general public; refers persons to the relevant authorities were deemed necessary and follows through on the resolution of issues;
Arranges travel schedule, reservations and accommodations for the Head of Human Resource Management and Administration;
Manages the Head of Human Resource Management and Administration’s appointment diary including liaising with internal and external personnel as necessary;
Organizes meetings by notifying participants, making room arrangements, and preparing agendas, presentation materials and required informational materials;
Accompanies the Head of Human Resource Management and Administration to meetings and tasks, transcribes and distributes Minutes;
Attends meetings on behalf of the Head of Human Resource Management and Administration and reports on their outcome;
Receives and screens visitors to the Head of Human Resource Management and Administration;
Screens incoming calls and redirects them as appropriate; places calls for the Head of Human Resource Management and Administration;
Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention from the Head of Human Resource Management and Administration;
Arranges for the distribution of outgoing mail;
Organizes and maintains various administrative reference and follow-up files of a confidential nature; purges files as requested or as dictated by retention policies;
Supervises and coordinates the work of subordinate staff and monitors their performance vis-à-vis established objectives and standards;
Performs other related functions assigned from time to time by the Head of Human Resource Management and Administration.
Required Knowledge, Skills and Competencies
Technical
Sound knowledge of office practices and procedures
Good knowledge of the organization’s policies and operations
Good knowledge of record keeping and records/file management techniques
Knowledge of the operation of standard office equipment
Working knowledge of relevant computer packages including Spreadsheet, Word Processing, presentation, drawing and statistical software
Knowledge of basic statistical analysis
Core
Excellent speedwriting and typing skills
Excellent interpersonal skills
Excellent oral and written communication skills
Good time management and organizing skills
Good analytical skills
Ability to work with details
Good judgment and initiative
Minimum Required Qualification and Experience
Bachelor’s Degree in Administrative or equivalent qualifications
At least five (5) years’ experience in an administrative position including two (2) years at a supervisory level
Special Conditions Associated with the Job
Normal office environment
Required to travel to meetings locally to take Minutes
May be required to work beyond normal work hours from time to time to meet deadlines
Connect with
Continue with Email .
By signing up you indicate that you agree to our TermsandPrivacy Policy
