Administrative Assistant

Job Description

Role holder at this level will perform Administrative and secretarial services including time management, administrative & general office duties. The role demands a degree of initiative in carrying out respective secretarial and administration duties. Confidentiality, effective communication, and organizational skills are essential to this level. Role holders may also be demanded to provide support to the section in general and coordinate with various Sections. Key Accountabilities: •Provide complete administrative service to the section, routing callers and preparing and drafting internal correspondence under direction to ensure that all matters are dealt with efficiently and appropriately. •Organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease. •Screen incoming mail and telephone calls, draft responses, redirect correspondence to the appropriate Department / Section, and obtain additional information where necessary. •Highlight desired actions to the group to ensure that they are in possession of sufficient background information needed. •Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role. •Prepare internal / external correspondence. Type memos, reports, minutes of meetings. Assist the group in preparing presentation graphs, and statistics. •Maintains cost efficient levels of office supplies to ensure ready availability and continuity of work processes. •Coordinate with other members of the group about the preparation of reports, plans and meetings as and when required. •Assists in preparing for meetings by providing documentation, reports, previous minutes of meetings and background information on the subject under discussion. •Co-ordinate the receipt and compilation of information necessary to produce regular activity and progress reports. •Assist section personnel and HOS in routine, official matters as and when required