MINISTRY OF PUBLIC INFRASTRUCTURE

INSPECTORATE UNIT

POSITION DESCRIPTION --- MIDDLE MANAGEMENT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

POSITION TITLE:

Administrative Officer

 

 

 

 

 

 

 

 

 

 

 

 

SALARY  GRADE:

WSG -           

 

REPORTS TO:

 

Project manager

 

 

 

 

 

 

 

 

 

 

 

AGREED TO:

 

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APPROVED BY:

 

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DATE EFFECTIVE:

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1.                 ACCOUNTABILITY OBJECTIVE:

 

 

Under the general supervision and direction of the Project Manager, the Administrative Officer is responsible for providing a wide range of administrative support functions, which include the supervision of clerical staff, and the provision of a range of operational activities related to the function.

 

 

2.                 DIMENSIONS OF POSITION:

 

A.     NATURE AND SCOPE:

 

The Administrative Officer functions at the lower end of the Middle Management level in the Inspectorate Unit, under the general direction and supervision of the Project Manager. The incumbent is principally required to provide administrative support to the entire unit by supervising and coordinating the work of staff engaged in the provision of services such as security, domiciliary services, receiving and dealing with visitors, answering the telephones and directing callers appropriately, transporting staff, equipment and materials to agencies and sites, mail delivery and other general office support.

 

The Administrative Officer is required to collaborate with the Project Manager to ensure that the environment is one that enables the highest levels of performance and productivity, that staffs feel safe and secure and that visitors are dealt with professionally and in a caring way. The incumbent is expected to foster teamwork and display the communication skills required to interact productively with all government and agencies officials, fellow Managers and subordinates.

 

 

B.     PRINCIPAL ACTIVITIES TO ATTAIN ACCOUNTABILITY OBJECTIVE: (These statements identify specific activities necessary to attain the overall objectives while not precluding the position holder from carrying out other related duties that may be inherent in the position)

 

CONFERS withthe Project Manager in the development of the administrative support budget, ensuring that provision is made for the acquisition and/or replacement of key capital items.

 

ADVISES andassists in the area of office management. Arranges and/or attends meetings on day-to-day administrative matters; participates in discussions of new or revised procedures; interprets and assesses the impact of changes; and makes recommendations for follow-up action.

 

COORDINATES administrative support activities to the entire Unit by performing clerical and administrative support in the provision of services such as Receptionist/Telephonist, transportation, stenographic/word processing, document reproduction (printing and copying), mail delivery (internal and external), housekeeping, security, etc.

 

SUPERVISES and coordinates activities concerned with office and grounds maintenance, office equipment maintenance, building security, and similar services. Engages, where necessary, contractors to provide such services and monitors their performance.

 

REQUISITIONS office supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records.

 

PREPARES periodic activity reports as necessary to determine progress in attaining set objectives.

 

 

C.     PERSONNEL SUPERVISED BY THIS POSITION:

 

DIRECTLY                                                          INDIRECTLY

 

     

     

D.     PRINCIPAL EXTERNAL RELATIONSHIPS: (The incumbent relates to the following external agencies/ functionaries in pursuing accountability objectives)

 

§  Relevant Government Ministries/Agencies, Public Service Management, National Insurance Scheme (NIS), etc.

§  Suppliers of office supplies and equipment

§  Computer dealers

§  Petrol Dealers

§  Vehicle Maintenance Providers

§  Security Services

 

 

E.     QUALIFICATIONS, KNOWLEDGE and EXPERIENCE:

 

 

Recognised Diploma in Social Science, Administration, Management or similar discipline,

 

Plus Optional

 

At least five years' post-diploma experience as an Administrative Officer, with supervisory responsibility for clerical and general service staff. Knowledge of computer applications is required.

 

 

F.      LICENCE(S):