Summary
Date Posted: Thursday, August 22 2024, Base Salary: Not Disclosed

JOB DETAILS:
JOB ROLE/ PURPOSE:
Provide administrative and clerical services in the organization to ensure effective and efficient operations

KEY ACCOUNTABILITIES
1. Provide administrative support to ensure that the organization’s operations are maintained in an effective and efficient manner
• Receive all mail from and to the ACs office and the Division, acknowledge receipt, and ensure all mail is dispatched and recorded in the mail-out dispatch register
• Receive schedules for meetings, organize venue and logistics (rooms, taking of minutes) for the Division and ACs’ office
• Develop the filing index, manage files and all correspondences on the Document Management System
• Attend to visitors coming to the division to ensure their inquiries are handled appropriately
• Update and coordinate the Calendar for the Division and Assistant Commissioner
• Coordinate the transport of the division and track the movement of vehicles through the fleet management system

2. Manage and control the Imprest system in the division to ensure timely execution of activities and accountability
• Process, utilize, and account for all imprest in line with the approved budget for the Division
• Prepare petty cash payment vouchers, reconciliation, reimbursements, and cash book that is submitted to the line supervisor for review and approval
• Generate reports on the utilization of imprest in the Division to inform any budget adjustments

3. Liaise with the Procurement function to ensure all Divisional procurement needs are met on time
• Receive requests and make e-procurement requisitions
• Follow up with the Procurement team on the requisitions made including (office supplies & tea supplies) and ensure items requested are procured and delivered effectively.
• Conduct periodic stock-taking of Office items and update inventory respectively
• Procure monthly office supplies and compile accountability reports for further management
• Liaise with external suppliers/ contractors to ensure they deliver services as per the requirements/ standards

4. Manage office welfare to maintain a conducive working environment and efficient operations
• Coordinate the general office cleanliness and cleaning services to enhance a good working environment
• Coordinate all the divisional welfare activities including teas, meals, Water, and replenishment of the first aid box in liaison with other stakeholders from time to time.
• Monitor the utilization of office assets/equipment and liaise with the Estates office to fix all maintenance issues that may arise from time to time.
• Conduct periodic stock-taking of office items and update the inventory accordingly
• Familiarise with and implement the health and safety policy elements at the respective Division /Station

5. Plan and manage the performance and development of staff under supervision to improve their productivity
• Plan and budget for resource requirements in the business Unit and monitor the usage to ensure efficiency
• Develop and monitor a Business Unit Work plan and develop performance agreements with all the staff under supervision
• Monitor staff performance and provide guidance and periodic feedback for performance improvement
• Assess the training and development needs of staff under supervision and recommend appropriate interventions
• Provide coaching and mentoring support to staff under the jurisdiction
• Initiate and implement activities/programs intended to create and harness teamwork in the Business Unit
• Implement succession planning and any other staff-related programs as introduced and approved in the organization
• Create and maintain a working atmosphere that fosters creativity and innovation in the team

Qualifications
PERSON SPECIFICATIONS
Essential Requirements
• An Honor’s Bachelor Degree in secretarial services, records management, information systems management, public administration, or any related field
• At least two (02) years’ experience in secretarial services, office management, or administrative function in a reputable function
• An impeccable record of integrity

Desirable Requirements
• Basic Training in records management

Knowledge
• Knowledge of business processes, Information Policy, Client Service Standards, and Basic knowledge of computer applications

SPECIFIC SKILLS & ATTRIBUTES
The incumbent should be able to demonstrate;
• Good time management skills
• Strong communication skills and customer care
• Good planning skills with an ability to organize meetings
• Good report-writing skills
• Good teamwork skills


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

Interested and qualified, Click here to apply.


All Jobs

QUICK ALERT SUBSCRIPTION