Project Coordinator/Executive Assistant

Summary

The incumbent is responsible for monitoring and reporting on the Regulatory, Policy, Monitoring & Enforcement (RPME) Department's projects and compliance with the OUR's Quality Management System (QMS). In addition, the job requires providing senior level administrative support services to the Deputy Director General, Directors and sector managers.

Responsibilities

• Administrative:

  • • Participates in the development and implementation of the department's corporate/strategic and operational plan, project charters and budget.
  • • Contributes to the development, review and implementation of operational systems and procedures to guide the functions of the department.
  • • Prepares, collates and binds reports, memoranda and other correspondence/ documents, and dispatches as required.
  • • Creates spreadsheets, charts and graphs for reports/presentations, as directed or needed.
  • • Plans and organises meetings as required, as well as prepares the Minutes.
  • • Maintains a diary of events for the department.
  • • Manages the leave roster for the department.
  • • Maintains a log of incoming and outgoing correspondence for the department.
  • • Accepts/screens and makes telephone calls and directs same to respective team members in the department where necessary.
  • • Maintains the appointment calendar of directors and managers within the department and ensures appointments are kept.

• Technical/Professional:

  • • Monitors projects/tasks/assignments for which the Department is responsible.
  • • Liaises with Unit managers to ensure that monthly/quarterly reports are accurately prepared and submitted in keeping with the established deadlines.
  • • Develops and enforces systems for monitoring compliance with the OUR's QMS.
  • • Prepares and responds to audit queries.
  • • Ensures timely updating of the common departmental database.
  • • Conducts research as directed.
  • • Maintains an effective records management system in accordance with the organisation's information/ document management programme.
  • • Monitors the progress of contracts, including adherence to set timetables.
  • • Assists the OUR to maintain its Quality Management System certification through continual improvement of systems and processes.

Qualifications

• • BSc. Degree in Business Administration or Management, or equivalent qualifications.
• • Minimum of four (4) years' experience in an administrative position reporting to a senior executive.

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