Administrator

Provide general administrative support to a department or group of professionals. (Work is performed under general supervision and requires independence and discretion.) Research a wide variety of information requests and prepare and analyze trends and status reports, drawing data from a variety of sources both within and outside the department. Route or answer routine correspondence and maintain confidential department records and files. Assist in the formulation of the department budget, business planning, and related planning functions, interacting with customers, suppliers, or employees outside the immediate work area.

Responsibilities

• Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.
• Correspondence: Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
• Business Meetings/Events Arrangement: Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
• Administration: Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
• Insights and Reporting: Contribute to the preparation of various data and analytics reports.
• Data Collection and Analysis: Collate and analyze data using preset tools, methods, and formats. Involves working independently.
• Budgeting: Track budgets and report variances to more senior colleagues.
• Work Scheduling and Allocation: Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
• Procurement: Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.
• Operational Compliance: Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

Competencies

• Ensures Accountability – Holds self and others accountable to meet commitments. For example, accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
• Manages Complexity – Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Decision Quality – Makes good and timely decisions that keep the organization moving forward. For example, seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
• Directs Work – Provides direction, delegating, and removing obstacles to get work done. For example, confirms mutual agreement on accountabilities, fostering strong coordination and minimizing duplicated efforts. Communicates delays or problems early so others can manage their own work schedules effectively.
• Plans and Aligns – Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Tech Savvy – Anticipates and adopts innovations in business-building digital and technology applications. For example, investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.
• Optimizes Work Processes – Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. For example, generally follows defined and communicated standards, methods, and procedures. Seeks advice and finds ways to work better within processes. Makes some reasonable suggestions to improve work methods.

Skills

• Verbal Communication – Works with full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications. Typically works without supervision and may provide technical guidance.
• Computer Skills – Works with full competence to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works without supervision and may provide technical guidance.
• Numerical Skills – Works with full competence to understand numerical concepts and use them to carry out mathematical operations e.g. in order to analyze reports. Typically works without supervision and may provide technical guidance.
• Reporting – Works with full competence to create reports for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works without supervision and may provide technical guidance.
• Planning and Organizing – Works with full competence to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works without supervision and may provide technical guidance.
• Review and Reporting – Works with full competence to create reports, and review reports created by others, for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works without supervision and may provide technical guidance.
• Calendar and Scheduling – Works with full competence to utilize calendar and scheduling tools. Typically works without supervision and may provide technical guidance.
• Database Reporting – Works with full competence to use database reporting tools and techniques. Typically works without supervision and may provide technical guidance.
• Data Collection and Analysis – Works with full competence to determine and analyze trends from data that is collected to assist in compiling reports that will help in decision-making. Typically works without supervision and may provide technical guidance.
• Writing skills – Works with full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective writing. Typically works without supervision and may provide technical guidance.
• Statistical Techniques – Works with full competence to apply analytical skills and statistical methods for data collection, review, testing, analysis, and conclusion drawing, with a solid understanding of probability theories, data models, and statistical software. Typically works without supervision and may provide technical guidance.
• Data Analysis Techniques – Works with full competence to inspect, cleanse, transform, and model data to discover useful information, inform conclusions, and support decision-making. Typically works without supervision and may provide technical guidance.
• Data Interpretation – Works with full competence to interpret data by examining patterns, trends, relationships, and implications to draw meaningful conclusions and answer critical questions. Typically works without supervision and may provide technical guidance.
• Budget and Control – Works with full competence to create, analyze and monitor budgets in line with organizational and project/program criteria; identify trends and forecasts. Typically works without supervision and may provide technical guidance.
• Digital Literacy – Works with full competence to understand, evaluate, use, and engage with digital technology and information, as well as create and share digital content, while being aware of essentials like safety, privacy and ethical considerations. Typically works without supervision and may provide technical guidance.

Education

• Post-Secondary Non-Tertiary Education

Experience

• General Experience: Experienced practitioner able to work unsupervised (13 months to 3 years)
• Managerial Experience: Experience of general supervision of more junior colleagues (7 to 12 months)

Traits

• Focus – Preference for organization, procedure, and exactitude.
• Need for Achievement – A tendency to work intensely to achieve and exceed difficult standards.
• Persistence – A tendency toward passionate and steadfast pursuit of long-term goals, in spite of obstacles, discouragement, or distraction.
• Adaptability – Comfort with unanticipated changes of direction or approach.
• Curiosity – The extent to which a person is likely to tackle problems in a novel way, see patterns in complex information, and pursue deep understanding.
• Openness to Differences – A desire to consider and explore differences in perspective, thought, and experience of persons from a variety of backgrounds.
• Composure – The ability to stay calm and poised in stressful, difficult, or ambiguous situations.
• Tolerance of Ambiguity – Comfort with uncertain, vague, or contradictory information that prevents a clear understanding or direction.
• Sociability – The natural inclination to engage with and interact with others.
• Humility – The degree to which a person is seen as courteous, free from self-absorption, and easy to get along with.
• Optimism – The degree to which people are comfortable with themselves and positive about life.
• Credibility – The degree of consistency between a person's words and actions.
• Situational Self-Awareness – The ability to stay attuned to one's own experiences, motivations, and reactions in the present moment.
• Confidence – The degree to which a person is convinced that they control the course of events in their lives.
• Trust – An expectation of honesty and forthrightness on the part of oneself and others.
• Empathy – Being attuned to others' feelings,motivations and concerns.
• Affiliation – A preference for aligning with a larger team or organization toward a common goal.
• Risk-Taking – A willingness to take a stand or take chances based on limited information.
• Assertiveness – The degree to which people enjoy taking charge and directing others.
• Influence – The ability to motivate and persuade others.

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GHD is a global professional services company that leads through engineering, architecture, and construction expertise. We are an employee-owned company with over 11,000 diverse and skilled individuals, across more than 200 offices spanning five continents.

The Power of Commitment is our brand promise. It's what makes us different. We are bound to our stated vision and determination to address humanity's most urgent needs: to make water, energy and urbanisation sustainable for generations to come.