Senior Administration Officer - (398) at Financial Intelligence Centre (FIC)

KEY PERFORMANCE AREAS 

General Administrative Functions:

• Provide overall administrative support to the office.
• Offer basic technical assistance to address IT and logistical needs.
• Ensure all office equipment is operational, report faults for corrective actions.

Document and Correspondence Management:

• Maintain filing systems in compliance with the Record Management policy.
• Handle post and respond to internal and external email inquiries.
• Draft and send standard correspondence.
• Scan, photocopy, and collate documents and mailings.
• Arrange for documents to be scanned, printed, and manage bulk printing requirements.

Inventory and Asset Management:

• Monitor stock levels of essential items (e.g., stationery, paper, toner) and handle ordering and storage in line with FIC policies.
• Support asset management activities, including allocation, movement, and verification.
• Liaise with suppliers, maintain professional relationships, and ensure timely interactions to support contract renewals and updates.

Staff Development and Support:

• Follow up on staff learning, professional memberships, and development/training interventions.

Secretarial and Meeting Support:

• Assist with the organisation of meetings, workshops, and other events for the division(s), including booking venues (internal/external), preparing minutes, arranging refreshments, parking, and ICT equipment.
• Perform general administrative and secretarial duties, including drafting and typing letters, memos, and other documents, and providing feedback in relevant meetings.
• Report on outstanding action items and issues arising from meetings that require attention.
• Provide effective administrative support in capturing and processing stakeholder requests, acknowledging them, and updating and finalizing matters on electronic systems.

Information Dissemination and Records Management:

• Disseminate information and reports promptly upon request.
• Assist in updating, reporting, and maintaining statistical records as per stakeholder/client expectations and timelines.
• Facilitate and arrange memberships, conference, and training attendance.
• Update and maintain internal databases, such as the authorized officer database and related correspondence.

Financial and Procurement Management:

• Allocate, monitor, and provide feedback on divisional budget and procurement processes, ensuring alignment with policy.
• Manage financial/budget, asset, and contract support, including recordkeeping of financial documents.

Travel Arrangements:

• Arrange domestic and international travel and accommodation in line with FIC policies, ensuring effective administration of travel requirements.

General Duties 

Staff Onboarding and Training

• Assist with the onboarding of new staff, including orientation and training on administrative processes.
• Provide professional support and advice to the division/FIC as required.

Supervision and Task Allocation

• Assign work to support staff and provide input on their performance.
• Coordinate  clerical and secretarial functions and manage ad hoc tasks as assigned.

Health and Safety Coordination

• Coordinate the implementation of the FIC’s health and safety policy and risk-related actions within the division.
• Liaise with relevant stakeholders as needed to ensure compliance and safety.

Project and Initiative Support

• Provide administration support  to organizational initiatives and projects relevant to the division.
• Provide input on contracting, supervision, and performance evaluations for subordinates, including coaching and mentoring.

General Administrative Support

• Perform any other duties as required, providing general administrative support to ensure the smooth operation of the division.

EDUCATION, SKILLS AND EXPERIENCE

• Diploma in office administration or related field
• Minimum of 5 years support and administration  
• Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
• Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position.
• Demonstrated attention to detail and strong administrative skills  
• Proactive and professional with the ability to multi-task.
• Computer literacy – standard to advanced computer literacy (word and excel)