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Administrative Assistant (GMG/AM 2) P...

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Administrative Assistant (GMG/AM 2) Procurement Management & Compliance Branch

Public Procurement Commission Oregon, IL (Onsite) Full-Time
Job Purpose

The Administrative Assistant to the Senior Director, Procurement Management & Compliance Branch provides clerical and administrative support to the Senior Director and liaisons with other Branches, Units, Sections and external agencies for the Senior Director. He/she also maintains a proper filing system to facilitate easy access and security of files; thus, ensuring the smooth operation of the Branch.



Key Responsibilities

  • Correspondence and documents produced in a timely confidential manner
  • Information researched and compiled
  • Information disseminated in a timely manner.
  • Minutes recorded, transcribed, composed, and disseminated accurately and within a set time frame.
  • Filing system maintained on a daily basis.
  • Visitors received and directed
  • Telephone calls answered and messages delivered
  • E-mails downloaded and forwarded
  • Diary maintained and appointments scheduled on a daily basis.
  • Confidentiality exercised at all times.
  • Incoming and Outgoing mails recorded and dispatched.

A. Management/Administrative Responsibilities

  • Collates from various Branches of the Commission and external agencies.
  • Acts as a focal point for the dissemination of information within the external of the Branch.
  • Assist the Senior Director and other members of the Branch in solving problems and bring about resolution of technical issues and providing the necessary information and guidance sought.
  • Provides support to the Branch for meetings and events planning.
  • Provides official administrative functions for the Senior Director.
  • Attends where necessary, meetings, workshops, retreats and conferences on and off site.
  • Prepares monthly Branch reports and work plans.
  • Undertake other duties assigned.

B. Technical/Professional Responsibilities

  • Takes dictations, transcribes and prepares the document for signature.
  • Organize, monitor and update planned programme, activities and appointments.
  • Assists with the preparation of a range of official and routine documents including ministry papers, submissions, notes, reports and correspondence.
  • Conducts research and compiles and provides information/files as required.
  • Co-ordinates meetings convened by the Senior Director and plans attendance at others.
  • Prepares/compiles appropriate meeting documents and ensures follow-through with post-meeting actions and decisions.
  • Prepares draft letters, memoranda and reports from notes.
  • Composes routine correspondence.
  • Receives, opens, sorts and distributes incoming correspondence.
  • Researches and compiles information as required by the Senior Director for various meetings.
  • Screens and refers calls to relevant officers.
  • Maintains diary and schedules appointments.
  • Files correspondence and other materials and maintains a record of the movement of files.
  • Accesses and sends e-mail via internet.
  • Establish and maintain an up-to-date filing system.
  • Records minutes and reproduce same for circulation.
  • Follows up on requests made by Senior Director.
  • Maintains stationery inventory and ensures that stationery is available to members of the Branch.

C. Human Resource Responsibilities

  • Attends Branch/Commission staff meetings as required.
  • Represents the Branch at the Commission’s Staff Welfare Meetings and provides feedback to the Branch.
  • Performs related duties assigned from time to time.
  • Attends Social Welfare Committee Meetings.

Other Responsibilities

  • Performs any other related duties, which may be assigned.


Required Knowledge, Skills and Competencies

  • Sound background in administrative or office management
  • Knowledge of secretarial practices and procedures
  • Excellent oral and written communication skills
  • Good research and Information technology skills
  • Proficiency with MS Office Suite (Excel, Word, PowerPoint)
  • Excellent presentation and reporting skills
  • Good leadership and management skills
  • Ability to effectively manage/work in a team
  • Knowledge of policies, programmes and procedures of the Government and of general Ministry/Departmental operations
  • High quality of output, integrity and teamwork
  • Ability to transcribe material in a clear, accurate and acceptable manner


Minimum Required Qualifications and Experiences

  • Successful completion of the prescribed course of study at the Management Institute for National Development (MIND)
  • Proficiency in typewriting at a speed of 50-55 w.p.m.
  • Shorthand at a speed of 100-120 w.p.m.
  • Five (5) years general office experience

OR

  • Graduate from an accredited school of Secretarial Studies
  • Proficiency in typewriting at a speed of 50-55 w.p.m.
  • Shorthand at a speed of 100-120 w.p.m.
  • Training in use of a variety of software applications
  • English Language at CSEC/CXC/GCE O’ Level
  • Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND)
  • Five (5) years general office experience

OR

  • Successful completion of the Certified Professional Secretary Course
  • Proficiency in typewriting at a speed of 50-55 w.p.m.
  • Shorthand at a speed of 100-120 w.p.m.
  • English Language at CSEC/CXC/GCE O’ Level
  • Training in use of a variety of software applications
  • Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND)
  • Five (5) years general office experience


How to Apply

Applications accompanied by résumés should be submitted no later than Wednesday, 1 st May 2024 to the:

Manager

Human Resource Management and Development

Please note that we thank all persons for responding but only shortlisted applicants will be contacted.


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Recommended Skills

  • Certified Professional Secretary
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