Administrator

Under the supervision of the Data Protection Officer (DPO), the Administrator is responsible for providing high-quality and timely administrative support to the Data Protection Unit (DPU). The Administrator coordinates the activities of the Unit, to ensure its smooth and effective operations.

Salary Range: $2,803,771 – 3,770,761 per annum

JOB PURPOSE

Under the supervision of the Data Protection Officer (DPO), the Administrator is responsible for providing high-quality and timely administrative support to the Data Protection Unit (DPU).

The Administrator coordinates the activities of the Unit, to ensure its smooth and effective operations. The incumbent is also responsible for liaising with the public to follow up on data subject access requests and with the OIC general information affecting the daily operations of the Unit.

KEY OUTPUTS

• Calendar/schedules created and maintained.
• Itineraries/meetings coordinated and arranged.
• Visitors/phone calls received and responded to
• Coordinate and plan relevant training sessions being undertaken by the DPU.
• Monthly cash flow prepared.
• Manage incoming and outgoing correspondence of the Unit.
• Minutes produced.
• Monthly reports drafted.
• Liaise between the DPU and internal/external parties.

KEY RESPONSIBILITY AREAS

Management/ Administrative Responsibilities:

• Assists with the preparation of the Budget, strategic, operational, and work plans for the Unit.
• Manages the calendar and appointments on behalf of the Data Protection Officer
• Assist with the preparation of presentations by the Unit.
• Prepares communications, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as directed.
• Draft Monthly reports on behalf of the Unit.
• Drafts correspondence, memoranda, agendas, and other documents
• Produces and distributes action items, notes, and minutes of meetings.
• Assist with the coordination of training activities conducted by the DPU.
• Functions as a liaison between the DPU and the internal and external stakeholders.
• Processes all correspondence addressed to the Data Protection Unit.
• Ensure adequate levels of office stationery, office equipment and furniture are maintained.

Other Responsibilities

• Performs all other related duties and functions as directed by the DPO from time to time.

PERFORMANCE STANDARDS

• Calendars, schedules, itineraries are efficiently coordinated and maintained and the Data Protection Officer updated and briefed in the agreed timeframe.
• Reports, correspondence, agendas, minutes, and other documents prepared and circulated in an efficient in the agreed timeframe.
• Data Protection Officer is updated in a timely manner on the status of issues, assignments and matters requiring attention.
• Reports are prepared in the prescribed format, are accurate and submitted in the agreed timeframe.
•  Confidentiality of information and communication, oral and written, is maintained at all times.
• Administrative systems are established and maintained that ensures the efficient and effective operation of the DPU, confidentiality, easy retrieval, safe custody, and an audit trail.
• Inventory levels are maintained at agreed standards.

INTERNAL AND EXTERNAL CONTACTS

Internal Contacts (required for the achievement of the position objectives)

External Contacts (required for the achievement of the position objectives)

Authority

• Draft documents (reports, agendas, action items, etc.)
• Make changes to calendars for members of the Unit.
• Follow up on action items stemming from meetings.
• Make recommendations to improve the efficiency of the Data Protection Unit.

Required Competencies:

Core:

• Excellent interpersonal and teamwork skills

• Excellent communication skills both oral and written.
• Strong analytical and critical thinking skills
• Strong customer relations skills
• Excellent planning and organising skills.
• Excellent judgment and decision-making skills

• Proficiency in the use of relevant computer applications (e.g. Microsoft 365 suite, Canva, etc.)
• Methodical
• Demonstrate initiative.

 Technical

•  Proficiency in Microsoft suite and other programme applications appropriate to assigned responsibilities.
• Solid dictation and transcribing skills

• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration
• Ability to compose correspondence and reports.

 MINIMUM REQUIRED EDUCATION AND EXPERIENCE

•  Diploma in Administrative Management, Business Administration, or related Social Science discipline.
• Minimum Two (2) years related work experience.

 OR

•  Certificate in Administrative Management Level 3 from MIND or a recognized institution with three (3) years related work experience.

 SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to work beyond normal working hours from time to time.