ROLE SUMMARY

The successful applicant will organise and coordinate office operations and procedures to ensure seamless organisational efficiency and effectiveness within the Department of Human Resources.

MAIN RESPONSIBILITIES

1. Ensure the smooth and efficient operation of the Administrative Unit through the management of daily operations and supervision of staff.
2. Conduct research, prepare correspondence and other documents ensuring a quick turnaround and accuracy
3. Prepare staff activity reports for guidance for management, including reports of time and attendance.
4. Lead and implement activities which address and improve employee development and morale within the Department
5. Manage and organise office operations and procedures, such as typing, flow correspondence, requisition of supplies and other clerical/administrative services
6. Evaluate office production, revise office procedures and recommend new approaches towards improving efficiency of workflow.
7. Administer and maintain manual and electronic filing systems ensuring security of confidential personnel data
8. Manage the office layout, seating assignments, and manage the onboarding of new staff and coordinate regular office maintenance and repairs.
9. Coordinate planning and scheduling of meetings and events
10. Identify job specific and environmental hazards and develop, where applicable, implement and promote the health and safety policies. Mitigate and minimize workplace hazards.
11. Ensure quality front-line customer service and respond to customer enquiries and complaints.
12. Perform any other related duties as required by Supervisor or any other senior officer in order to contribute to the effectiveness and efficiency of the department.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree in Business Administration/Management or its equivalent
• Three (3) years’ experience related experience; two (2) years’ supervisory experience
• Sound oral and written communication skills
• Working knowledge of standard office equipment
• Working knowledge of office procedures and systems
• Sound knowledge of filing systems and procedures
• Sound research skills and attentive to details
• Sound knowledge of records management and archival systems
• Sound knowledge of the Government policies and procedures including General Orders, Public Service Commission’s Regulations
• Sound supervisory and organisational skills
• Sound analytical and decision-making skills
• Strength in multi-tasking and meeting deadlines
• High degree of customer service, team building and interpersonal skills