Senior Administrator at National Treasury

Ref: Fllcoa/Piu/Sa/2019-20

Job description

The objective of this assignment is to support office coordination and logistics at the PIU.

Responsibilities

• Assist the Program Coordinator to make and implement administrative decisions based on a broad un- derstanding of relevant policies or operational requirements at the PIU;
• Supervise the work of support staff (executive assistant, drivers, messengers, and security);
• Schedule use of vehicles, meeting room and office equipment;
• Develop and maintain records management systems (manual and electronic) to ensure efficient and sys- tematic control of the creation, receipt, maintenance and use of documents;
• Maintain personnel files and records and staff leave roster;
• Implement systems to ensure the physical security of office premises;
• Maintain and replenishes the inventory of office supplies;
• Ensure proper functioning of computer equipment and networks by taking regular back-up of files, recording problems and referring them to the firm(s) responsible for equipment and network mainte- nance:
• Liaise with suppliers of goods and services to the PIU;
• Arrange and coordinate special projects and events, conferences, workshops, office activities, committee and staff meetings;
• When required, assist in the preparation of the procurement documents; making necessary follow up in the process for procurement of goods and services; follow up on payments due under procurement contracts and help prepare necessary documents for payment;
• Maintain a proactive calendar for the Program Coordinator and senior staff;
• Screen, filter, prioritize and ensure response to internal and external correspondence for the PIU;
• Prepare reports, memos, letters and either documents requested by the Program Coordinator or senior staff;
• Prepare and follow-up all travel arrangements for PIU staff members;
• Carry out any other assigned duties related to

Qualifications

• University degree in Business Administration, or a related
• Minimum four (4) years of experience as Office Administrator or Executive Assistant or Senior Exec- utive Assistant or Office Manager in a busy office
• Experience with public sector is an
• Experience in Human Resource
• Competency with MS Office Applications, hands-on IT experience and basic IT troubleshooting
• Excellent knowledge of English spoken and
• Excellent organizational, communications and writing