This job requires the incumbent to provide strong administrative/ managerial support to the Construction and Development Unit and lead / coordinate the efforts of a team of Administrative Assistants.
Duties & Accountabilities:
Supervises the work of employees performing a variety of routine to complex clerical/secretarial and administrative support duties by assigning and reviewing work and providing guidance;
Trains and guides staff in performing work assignments;
Managing and coordinates the arrangements for meetings, workshops, conferences and other similar events both internally and externally by providing logistical support including;
Supervises and coordinates activities related to processing, maintaining and updating of manual and electronic correspondence, documents, databases and office support;
Assists in the execution of the design, implementation and evaluation of the department’s policies , projects and programmes;
Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion
Provides project management support such as identifying and managing resources to ensure project and system success;
Contributes to the creation of innovative procedures and policies as a means of improving Departmental work practices and arrangements;
Prepares and / or guides the preparation of complex correspondence, reports and other documents;
Maintains liaisons with other Departments/Units to ensure Department’s needs are met;
Undertakes research and prepares justification for acquisition/procurement of stationery and office supplies etc;
Performs advanced secretarial support to professional staff as may be required; and
Any other related duties as may be assigned by the Chief Construction Engineer
Person Specification:
Skills Needed -
Excellent knowledge of modern office practices and procedures
Extensive knowledge of office management principles and practices
Knowledge of project management techniques
Effective interpersonal skills
Effective analytical / problem solving skills.
Excellent written and verbal communication skills.
Proven ability to multi task.
Proven ability to work in multi-disciplinary teams.
Computer Literate – MS Office Suite
Experience in developing and maintaining an effective records management system
Ability to work beyond normal working hours as may be required
Minimum qualifications and experience:
Incumbent must possess a minimum of eight (8) years’ experience performing clerical, secretarial and administrative support duties with at least three (3) years at a supervisory level
Any other equivalent combination of training and experience.
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