Administrative Assistant - Property, Transport and Occupational Safety Unit

Under direct supervision of the Manager, Property, Transport and Occupational Safety the Administrative Assistant is responsible to provide general administrative support to the Property, Transport and Occupational Safety Unit and maintain the records of the Commission’s motor vehicles.

Key Responsibilities include:

• Coordinates and undertakes general administrative functions and manages activities of the Property Transport and Occupational Safety Unit;
• Maintains records for company vehicles, ensuring that registration, licences, fitness certificates, insurance coverages are kept up-to-date;
• Assists in the maintenance of a comprehensive database of all the Commission’s properties (buildings, including pumps and ancillary electrical and mechanical equipment) and  prepares statvements of these assets as and when requested;
• Maintains records of liens for Motor Vehicle/Motor Cycle.
• Facilitates reporting of accidents and claims;
• Attends meetings and produces Minutes and or Meeting Notes;
• Maintains Records and Information Management Systems for the Unit;
• Coordinates the preparation and submission of the PTOS Unit’s monthly reports for presentation at meetings by the Manager;
• Processes payments for repairs, petrol and tolls and investigates any occurrence of discrepancies with petrol stations and garages;
• Liaises with Service providers (eg. Insurance Broker) on matters relating to property, motor vehicle and equipment);
• Prepares official correspondences for the Unit as required by Senior Officers;

Minimum Qualification and Experience:

• Associate Degree in Business Administration; OR Diploma in Administrative Management Level 2 or above OR Diploma in Business Service Management, Level 3.
• Minimum of three (3) years’ working experience in anAdministrative role;
• Excellent command of the English Language and ability to communicate effectively both orally and in writing;
• Proficiency  in Microsoft Office Suite and other related applications;
• Excellent interpersonal and team-building skills;
• Aptitude for learning and development.