Administrative Assistant at Pwani University

REF: PU/ADV/8/11/2021

REQUIREMENTS FOR THE POSITION OF ADMINISTRATIVE ASSISTANT GRADE C

This is an entry level position in the University to this cadre and appointment is on permanent and pensionable terms or on a two (2) year renewable performance–based contract depending on age, citizenship and any other reason.

Key Responsibilities

Responsibilities will include but not be limited to:

1.  To provide administrative and functional support to the relevant department/Section for the purpose of ensuring efficiency and effectiveness in operations of the specific functional areas.
2.  Liaise with immediate supervisor on a regular basis for purposes of proper planning and coordination of duties in the office to ensure that all duties are well attended to appropriately.
3.  Assist in planning, scheduling, preparing and coordination of meetings, conferences, exhibitions and open days by handling logistics to ensure smooth operations.
4.  Assist in carrying out research/survey in various areas of interest by sourcing for data either internally or externally as directed by the supervisor to aid in decision making.
5.  Act as point of contact for both internal and external clients to ensure customer, staff and students are attended to in an orderly fashion and that there is maximum customer satisfaction.
6.  Assist with proof reading of documents for accuracy
7.  Data entry of information for easy analysis and generation of reports
8.  Assist in making written and verbal follow ups on requests and assignments for timely execution of administrative duties.
9.  Prepare correspondences including memos and letters to relay feedback and make inquiries
10.  Provide secretariat services to committees/ boards, and record keeping and minutes taking in meetings.
11.  Provide general administrative and clerical support including mailing, scanning, faxing and copying.
12.  Maintain a good filing system for documents and records generated
13.  Assist in developing procedures and standards in the relevant Department/section
14.  Perform any other duty as directed by the immediate supervisor

REQUIREMENTS

Academic Qualifications

Applicants must have a must have Bachelor’s degree in any field of study from a recognized university.

Other Requirements

In addition, applicants should show:

•  Active involvement in International/Continental/Regional /National/ Local/Community activities

Experience

Candidates with relevant experience will have an added advantage

In addition, applicants should

1.  Be registered by the relevant professional body (where applicable)
2.  Demonstrate community involvement (e.g. Member of BOG, SMC etc.)

Knowledge and Competencies

Applicants

1.  Must be computer literate and have knowledge of operating standard office equipment with demonstrated ability to perform a wide range of administrative and office support duties.
2.  Should have excellent verbal and written communication skills
3.  Should have knowledge of minutes taking and writing skills
4.  Should possess the ability to prioritize projects and attention to detail.
5.  Good Interpersonal skills
6.  Team work skills
7.  Have an basic understanding in ISO