AdmInistrative Assistant

Position: As Assistant to Team
Job Description:
• The incumbent works on the basis of general instructions, own experience and
precedents, following organization or department-specific procedures and practices, rules
and regulations, to ensure smooth work flow in the assigned area of work. The incumbent
is encouraged to seek guidance for unusual issues.
• Most of the work is controlled for correctness and appropriateness by the incumbent.
• Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall
quality; correspondence is signed or cleared by the originator. Specific assignments are
checked by the originator and/or the Assistant to the Head/Director.
• The incumbent is relied upon to brief colleagues on organization and Department specific
administrative procedures and practices.
*Summary of Assigned duties (Describe what the incumbent has to do to achieve main
objectives)
Within the delegated authority, the incumbent is assigned all or part of the following
responsibilities:
GENERAL:
• Receive visitors and telephone calls with tact and discretion and acts according to the
nature
and urgency of each, including redirecting as appropriate.
• Provide background information for appointments with official visitors and/or staff
members.
• Monitor requests for goods and services, including receipt, payment and inventory
requirements.
CORRESPONDENCE
• Draft general or administrative correspondence on own initiative or on the basis of
instructions; finalize correspondence/reports for signature/clearance.
• Verify that outgoing correspondence is presented in accordance with organization and
department
styles and checking language, grammar and accuracy prior to submitting for signature and
clearance.
• Analyze incoming correspondence and requests in the light of background material,
instructions, policies and precedents, researching, obtaining and attaching background
information in anticipation of the responsible officer's needs, or redirecting them as
appropriate; identify and highlight incoming documents and attach background information
and identify areas requiring action by professional staff, drawing their attention to specific
items.
• Ensure that technical reports and documents are in line with organization standards, rules,
practices
and procedures, editing and correcting them as necessary prior to their submission for
signature or clearance of relevant authority.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines
are
met, and that correspondence and queries are responded to in a timely manner.
HUMAN RESOURCES
• Ensure the timely appointment/renewal of contracts, initiating requests for temporary and
fixed-term staff in the HR Action Plan.
PROCUREMENT
• Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements
for
• Performance of Work (APW), and other contract modalities. Monitor and record receipt
of
deliverables and initiate and monitor payments as needed.
• Initiate, through Oracle/GSM procurement module, requisitions for goods procurement,
and
monitor and receipt of deliverables.
BUDGET & FINANCE
• Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle
work
plan.
• Provides team members with timely information on project and task budget ceilings,
award
budgets, expenditure, and funds available, as required. -Monitors income and expenditures for planning purposes.
• Promptly follows-up on financial, budgetary and any outstanding issues concerning the
team/department, including ensuring timely processing of committal documents.
• Assists in the preparation of financial and technical progress reports to donors.
INFORMATION MANAGEMENT
In close collaboration with other support staff, create and/or maintain filing systems; continual
review of filing system to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required;
perform information searches (library, internet) as requested.
MEETING ADMINISTRATION
• Arrange, coordinate and lead administrative preparation for meetings, seminars,
workshops,
including letters of invitation, costs calculation and travel requests; assisting with preparation
of documents, dispatching of materials and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or
on
the basis of instructions.
• Schedule weekly team and ad hoc meetings, according to schedules and need; taking and
preparation of minutes.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be
attended by the team's professional staff, checking their availability and ensuring they have
the appropriate briefing files and documents.
Experience:
*Essential
A minimum of 5 years of experience in secretarial or administrative positions.
*Desirable
Relevant experience in any govt organization is an asset. Experience in Oracle-based or
other ERP systems an asset