Senior Admin Officer: Office of the Chief Directors - 12 Months Contract

SUMMARY:
To provide secretarial and office administration services to the Chief Director.

POSITION INFO:
JOB DESCRIPTION 

• Diary management, meetings, events and correspondences 
• Screen appointments before scheduling them in a professional and courteous manner
• Reschedule appointments using discretion when a urgent or important meetings take precedence
• Record the engagements of the senior manager
• Respond to queries (verbal or electronic)
• Compile and coordinates documentation for meetings as required
• Arrange and coordinate meetings, workshop, seminars and other similar events (as an when required) and prepare relevant packs.
• Notify various stakeholders of events scheduled by the Chief Directorate
• Notify relevant stakeholders of changes to appointments or meetings professionally
• Make logistical arrangements as required (including procurement processes).
• Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly.
• Assist with procurement and payment processing as required.
• Provide secretariat for Chief Directorates meetings and follow-up on matters arising.

• Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)
• Ensure the updating of chief directorate strategic information on the intranet/relevant platform
• Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe
• Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates. 
• Order office supplies as needed
• Maintain an inventory of office equipments for the Chief Directorate and liaise with necessary personnel for maintenance and replacements 
• Keep an up to date list of contact numbers for the Chief Directorate

• Expenditure monitoring for the Chief Directorate
• Collect and coordinate all the documents that relate to the manager’s budget
• Assist manager in determining funding requirements for purposes of MTEF submissions
• Keep record of expenditure commitments, monitors expenditure is allocated correctly
• Checks and correlates BAS reports to ensure that expenditure is allocated correctly
• Identifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose.
• Compares the MTEF allocation with the requested budget and informs the CD of changes.

• Develop and maintain a database on CD projects
• Coordinate progress update with relevant components and follow-up on outstanding tasks
• Provide administrative support in the implementation of the TOR.
• Provide advise to the CD on challenges for further interventions

• Minimum of 2 years working experience in administration.
• A registered three years National Diploma or Degree.