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.
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.