Administrative Assistant

Responsibilities

Key Responsibilities:

Office Management:

• Manage the day-to-day operations of the ICT Department office, including handling incoming calls, emails, and correspondence.
• Maintain departmental records, files, and databases, ensuring accuracy, completeness, and confidentiality.

Meeting Coordination:

• Schedule and coordinate meetings, appointments, and travel arrangements for the Head of ICT Department.
• Prepare meeting agendas, materials, and presentations, and take minutes during meetings as required.

Communication and Correspondence:

• Draft, edit, and proofread correspondence, reports, and other documents on behalf of the Head of Department.
• Respond to inquiries, requests, and complaints from internal and external stakeholders in a timely and professional manner.

Document Management:

• Organize and maintain departmental documents, records, and files, both electronic and physical, ensuring easy retrieval and accessibility.
• Assist in the preparation, distribution, and filing of regulatory documents, notices, and publications as needed.

Administrative Support:

• Provide general administrative support to the Head of Department and departmental staff, including photocopying, scanning, faxing, and filing documents.
• Assist in the preparation of departmental budgets, expense reports, and procurement requests.

Stakeholder Engagement:

• Serve as a liaison between the Department and internal departments, external agencies, and stakeholders, facilitating communication and collaboration.
• Coordinate meetings, events, and workshops involving departmental staff and external partners.

Records Management:

• Maintain an organized filing system for departmental records, ensuring compliance with record retention policies and regulations.
• Assist in the archiving and disposal of obsolete records and documents in accordance with established procedures.

Requirements

Required Qualification:

Education and Experience:

• Minimum of a Bachelor's degree in Business Administration, Office Management, Public Administration, Management, International Relations, Public Relations, law and other social sciences. 

Skills and competencies

• Strong organizational, time management, and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Attention to detail and accuracy in data entry, document preparation, and recordkeeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience working with government agencies, regulatory bodies, or ICT-related organizations is desirable.