Senior Administrative Assistant at Office of the Controller of Budget (OCOB)

Job Purpose
This position will be responsible for providing administrative services, managingand organising office operations and ensuring the security of ordinary and confidential/classified records materials.

Key Responsibilities/ Duties / Tasks 

• Taking oral dictation;
• Using e-office to research and process data; 
• Operating office equipment;
• Attending to visitors/clients; 
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements; 
• Ensuring the security of office records, equipment and documents, including classified materials; 
• Ensuring security, integrity and confidentiality of data; 
• Establishing and monitoring procedures for record keeping of correspondence and file movements; 
• Maintaining an up-to-date filing system in the office;
• Preparing responses to routine correspondence; 
• Managing office protocol and etiquette; 
• Managing petty cash;
• Making travel arrangements and ensuring effective logistics;
• Preparing minutes of meetings and tracking action items; and
• Providing a neat and orderly office environment.

Financial Responsibility

Responsibility for Physical Assets 

• Responsible for the assets assigned by the office of the Controller of Budget as per office’s asset register.
• Decision Making / Job Influence 
• Analytical
• Operational

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

• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management from a recognised institution;

OR 

• Bachelor’s degree in Social Sciences plus a Diploma in Secretarial Studies from a recognised institution;

Professional Qualifications / Membership to professional bodies 

• Certificate in secretarial management course lasting not less than four (4) weeks from a recognised institution;

Previous relevant work experience required.

• Served in the grade of an Administrative Assistant for a minimum period of four (4) years or at least eight (8) years of experience in a relevant field.

Functional Skills, Behavioral Competencies/Attributes:

• Certificate in management course lasting not less than four (4) weeks from a recognised institution;
• Proficiency in computer applications; iii)Met the requirement of Chapter Six of the Constitution; and
• Demonstrated merit and ability as reflected in work performance and results.