Job Description
Senior Administrative Assistant
Job Title Senior Administrative Assistant
Grade COB 6
Corporation/Organization Office of the Controller of Budget
Department Human Resource and Administration
Division Administration
Location / Work Station Headquarters
Reporting Relationships
Reports to Manager Human Resource and Administration
Direct Reports Administrative Assistant
Indirect Reports N/A
Job Purpose
This position will be responsible for providing administrative services, managing
and organising office operations and ensuring the security of ordinary and
confidential/classified records materials.
Key Responsibilities/ Duties / Tasks
i) Taking oral dictation;
ii) Using e-office to research and process data;
iii) Operating office equipment;
iv) Attending to visitors/clients;
v) Handling telephone calls;
vi) Handling customer inquiries and complaints;
vii) Coordinating schedules of meetings and appointments;
viii) Coordinating travel arrangements;
ix) Ensuring the security of office records, equipment and documents, including
classified materials;
x) Ensuring security, integrity and confidentiality of data;
xi) Establishing and monitoring procedures for record keeping of
correspondence and file movements;
xii) Maintaining an up-to-date filing system in the office;
xiii) Preparing responses to routine correspondence;
xiv)Managing office protocol and etiquette;
xv) Managing petty cash;
xvi)Making travel arrangements and ensuring effective logistics;
xvii) Preparing minutes of meetings and tracking action items; and
xviii) Providing a neat and orderly office environment.
I. Financial Responsibility
N/A
II. Responsibility for Physical Assets
Responsible for the assets assigned by the office of the Controller of Budget as per
office’s asset register.
III. Decision Making / Job Influence
i. Analytical
ii. 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:
i)Certificate in management course lasting not less than four (4) weeks from a
recognised institution;
ii)Proficiency in computer applications;
iii)Met the requirement of Chapter Six of the Constitution; and
iv)Demonstrated merit and ability as reflected in work performance and results.