Principal Office Administrator at Independent Policing Oversight Authority (IPOA)

IPOA/HR/13/2024

Job Purpose

Responsible for coordinating provision of secretarial services in an effective and efficient manner throughout the Authority.

Key Responsibilities/ Duties / Tasks

I. Managerial / Supervisory Responsibilities

• Supervise implementation and/or review of policies, strategies, guidelines, plans, standards and procedures that impact on Office Administration Services;
• Coordinate management of correspondences;
• Supervise development and maintenance of filing system in the respective office of deployment;
• Lead in scheduling of appointments and meetings;
• Coordinate travel arrangements;
• Coordinate office protocol;
• Manage office petty cash;
• Manage records in the respective office of deployment;
• Lead in the development of reports in respective office of deployment;
• Coach, mentor, supervise and facilitate capacity development activities for staff under their purview; and
• Supervise development and implementation of individual work plan for officers under their purview.

II. Operational Responsibilities / Tasks

• Organize meetings and prepare necessary materials for the meeting;
• General administration of the office;
• Answer and direct phone calls;
• Collaborate with other stakeholders, directorates and departments;
• Implement management decisions;
• Implement management decisions;
• Implement risk mitigation measures;
• Develop and implement individual work plan.

Job Dimensions:

I. Financial Responsibility

• Coordinate preparation of annual work plan, procurement plan and budgets.

II. Responsibility for Physical Assets

• Responsible for Office equipment, furniture and records

III. Decision Making / Job Influence

• Managerial decisions
• Operational decisions

IV. Working Conditions

• Predominantly in an office setting with occasional field travel.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

• Master’s degree in Business Administration/Management or any other relevant and equivalent qualifications from a recognized Institution; and
• Bachelor’s Degree in Secretarial Studies or Business and Office Management or equivalent qualifications from a recognized Institution;

OR

• Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Secretarial management course lasting not less than four (4) weeks from a recognized Institution;
• Management course lasting not less than four (4) weeks from a recognized institution.

Previous relevant work experience required.

• Served in the position of Senior Office Administrator for a minimum period of three (3) years at IPOA grade 7 or for a period of nine (9) years in office administration in the Public or private sector.