Job Description

Provides administrative and clerical support to ensure the efficient operation of the department. This role involves managing correspondence, organizing meetings, maintaining departmental records, and assisting with various administrative tasks. The Administrative Assistant serves as the primary point of contact for internal and external stakeholders, liaising with staff, clients, and partners on behalf of the Head of Water Department.

Responsibilities

Key Responsibilities:

Office Management:

• Manage the day-to-day operations of the Water and Sanitation 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 water 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 water 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 water 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 water 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 Qualifications:

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 transportation-related organizations is desirable.