Principal Office Administrator At Independent Policing Oversight Authority (Ipoa)

IPOA/HR/13/2024Job PurposeResponsible for coordinating provision of secretarial services in an effective and efficient manner throughout the Authority.Key Responsibilities/ Duties / TasksI. Managerial / Supervisory ResponsibilitiesSupervise implementation and/or review of policies, strategies, guidelines, plans, standards and procedures that impact on Office Administration Services;Coordinate management of correspondences;Supervise development and maintenance of filing system in the respective office of deployment;Lead in scheduling of appointments and meetings;Coordinate travel arrangements;Coordinate office protocol;Manage office petty cash;Manage records in the respective office of deployment;Lead in the development of reports in respective office of deployment;Coach, mentor, supervise and facilitate capacity development activities for staff under their purview; andSupervise development and implementation of individual work plan for officers under their purview.II. Operational Responsibilities / TasksOrganize meetings and prepare necessary materials for the meeting;General administration of the office;Answer and direct phone calls;Collaborate with other stakeholders, directorates and departments;Implement management decisions;Implement management decisions;Implement risk mitigation measures;Develop and implement individual work plan.Job Dimensions:I. Financial ResponsibilityCoordinate preparation of annual work plan, procurement plan and budgets.II. Responsibility for Physical AssetsResponsible for Office equipment, furniture and recordsIII. Decision Making / Job InfluenceManagerial decisionsOperational decisionsIV. Working ConditionsPredominantly in an office setting with occasional field travel.Job Competencies (Knowledge, Experience and Attributes / Skills).Academic qualificationsMaster's degree in Business Administration/Management or any other relevant and equivalent qualifications from a recognized Institution; andBachelor's Degree in Secretarial Studies or Business and Office Management or equivalent qualifications from a recognized Institution;ORBachelor's Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution.Professional Qualifications / Membership to professional bodiesSecretarial management course lasting not less than four (4) weeks from a recognized Institution;Management course lasting not less than four (4) weeks from a recognized institution.Previous relevant work experience required.Served in the position of Senior Office Administrator for a minimum period of three (3) years at IPOA grade 7 or for a period of nine (9) years in office administration in the Public or private sector.