UDeCOTT Administrative Assistant Vacancy

The Administrative Assistant provides support to the Senior Manager as well as other staff by performing a range of administrative and routine office functions.

The Administrative Assistant provides support to the Senior Manager as well as other staff by performing a range of administrative and routine office functions that would ensure the efficiency and effectiveness of the Department’s operations and assist in achieving the strategic goals of the department and the Corporation.

Key Duties & Responsibilities:

• Coordinates and manages superior’s calendar by arranging appointments and engagements as necessary
• Records, compiles  and distributes minutes of meetings as necessary
• Undertakes follow up activities relevant to action items and decisions taken and prepares progress reports for superior
• Receives, reviews, sorts and processes departments’ incoming mail in accordance with corporate policy as directed
• Maintains the records management function of the Department – manual and soft copy records – in accordance with approved policies and procedures
• Generates and/or modifies a wide variety of documents such as letters, memoranda, minutes, reports, drafts, presentations, spreadsheets and emails as required
• Prepares and/or modifies documents such as letters, reports, drafts, memoranda, presentations, spreadsheets and emails as needed.
• Undertakes research, conducts analysis and compiles data, as directed
• Makes necessary enquiries and organizes travel arrangements for managers and/or staff as necessary
• Performs general clerical duties including photocopying, faxing, binding, distributing mail internally as required
• Monitors housekeeping submits reports of any deficiencies to relevant Department and conducts follow-up
• Receives and screens incoming calls and visitors, determining priority matters and notifying superior accordingly

• Coordinates the planning and management of meetings

Human Resource Duties

• Maintains records relevant to employee benefits, expense reports and/or other human resource functions
• Performs functions as outlined in the various HR processes as directed

Inventory Management

• Assists in follow-up on the IT deliverables to ensure adherence to schedules, maintains records and provides status as necessary
• Updates maintenance schedules for IT equipment. E.g. Generators, UPS, Servers etc. and liaises with IT personnel as necessary

• Routinely checks office machinery e.g. clear paper jams from copier;  order  toner, ink and other supplies; and reports any issues to the relevant Department
• Maintains inventory of office supplies and maintain appropriate records in accordance with approved guidelines

• Performs any other duties related to the job function as may be assigned