Reporting to the Director(s), the Administrative Assistant provides a wide range of administrative support services to ensure the efficient and effective operations of the Division and its staff.
Application Deadline:
Jul 10, 2026 - 05:00pm
Qualifications:
- Associates Degree or Diploma in Business Administration or a comparable certification.
- At least two (2) years’ experience in a similar position.
Responsibilities:
- Assists with the co-ordination and dissemination of information/documents to various clients (staff/media/general public/public sector).
- Ensures that documents are dispatched through the most effective means depending on the urgency of correspondence.
- Schedules appointments and provide prompt and accurate information to callers/visitors/clients.
- Processes calls, visitors and correspondence directed to the Sections.
- Assists clients both in person and on the phone by supplying information or referring them to the appropriate source.
- Establishes and maintain good working relationships with both internal and external customers of the Section.
- Records and distribute incoming and outgoing correspondences and ensure that they are properly directed and do any follow-up work necessary.
- Faxes and photo copy documents as necessary.
- Maintains the stock level of stationery within the Section.
- Maintain and continually update database with names, telephone, fax numbers, e-mail and addresses of clients.
- Assist in the preparation of Corporate, Operational Plans and Budget for the Section and the Centre.
- Produces documents and reports and transcribes minutes for circulation.
- Conducts research and collates documents for conferences and press briefings.
- Conducts extensive research to satisfy queries/questions on behalf of the Director.
- Responds to routine and other correspondence.
- Ensures the Director is kept abreast of relevant information on issues relating to the Corporation.
- Monitors matters that have been passed to Director’s desk for action.
- Represents the Director at meetings, seminars and conferences and records minutes.
- Arranges meetings and logistics.
- Coordinates preparation for the Director’s overseas travel where applicable.
- Ensures compliance within budgetary constraints.
- Maintains diary and schedules appointments.
- Assists the Telephone Operator in answering telephone calls, finding out problems, and providing the necessary information and guidance sought.
- Assists in the management of correspondence.
- Keeps records of all deadlines to be met and important matters to be dealt with.
- Assists the Records Officer with the management of files.
- Receives, and screens visitors prior to audience with Director.
- Accesses and sends e-mail via internet.
- Assembles and disseminates information to internal and external personnel as requested.
Job Type: