1. BACKGROUND
The discovery of oil in May 2015 has the potential to significantly transform the economy of the Cooperative Republic of Guyana. However, to achieve the transformational change envisaged the country will need to establish the necessary policies and procedures, and train and hire the requisite skills to propel the new and emerging Oil and Gas Industry.
Accordingly, on August 1, 2018 the Government of the Cooperative Republic of Guyana established the Department of Energy (DoE) within the Ministry of the Presidency (MotP). The main functions of the DoE are to, inter alia, establish the framework (institutional, legal, regulatory) for the emerging Oil and Gas Industry, be positively transformative for the Guyanese economy over the short-, medium- and long-terms, and set the country on a sustainable development pathway. The DoE is now seeking to recruit a Confidential Secretary/Administrative Assistant.
2. OBJECTIVES OF THE DEPARTMENT OF ENERGY
To conduct its operations with the highest degree of professionalism, transparency, accountability, and efficiency that meets international best practices; and ensure the benefits received from the Oil and Gas Industry redound to all Guyanese.
3. SCOPE OF WORK
The Confidential Secretary/Administrative Assistant will support the work of the Director, reporting to the Office Manager (OM) and be responsible for planning and executing all necessary administrative functions associated with the Director’s Office. The employee should carry out office management, personnel duties, office tasks and activities of work coordination and supervision on specific documents or fields. In addition, the employee acts as a focal point for the Director’s office for all administrative matters and provides the necessary support to the OM. The focus of the Confidential Secretary/Administrative Assistant will be to provide efficient administrative support to DoE by contributing to the effective management of the Department and achievement of its goals, assisting with the implementation, co-ordination and monitoring of all initiatives and programmes undertaken by the Department. The Confidential Secretary/Administrative Assistant will, therefore, be expected, at a minimum, to carry out the following activities:
• Organize, structure, clean and maintain an efficient filing system on the common administrative drives.
• Put in place and maintain follow up tools and archive system for the Director, and by extension, the DoE.
• Maintain and update administrative files with necessary confidentiality.
• Assist the Director in the management and administration of recruitment and selection procedures from the publication to the closure of the procedure.
• Prepare call for applications and assisting in drafting vacancy notices.
• Maintain correspondences with the applicants and handling telephone enquiries.
• Organize interviews and provide support to selection panel in the organization of evaluation and recruitment procedures.
• Draft and update welcome package of new recruited personnel (both national and international).
• Assist in the training, briefing and welcoming of recruited personnel.
• Research pertinent issues related to the Director.
• Gather data and create reports for the Director.
• Attend executive level meetings based on the invitation of the Director.
• Record, transcribe and distribute meeting minutes.
• Organise meetings and keep track of the Director’s schedule.
• Track the actions emerging from executive meetings to ensure that commitments are kept and agreed actions taken.
• Perform any other duties that may reasonably or exceptionally be required to ensure the smooth operation of the DoE.
4. MINIMUM QUALIFICATIONS AND EXPERIENCE
• A Bachelor’s of Science Degree in Business Administration, Management Studies, Public Administration, or Administrative Management from an accredited University.
• At least five (5) years of experience in administrative management.
• Good secretarial skills and good organizational capacity.
• Good computer skills in common word processing (MS Word), spreadsheet (MS Excel), and accounting software.
• Public Service experience would definitely be an asset.
5. PERFORMANCE STANDARDS
• High quality administrative support delivered consistently to the Director.
• Confidentiality, integrity and professionalism are displayed in the execution of duties and personal conduct.
• Key deliverables are produced within agreed timeframes to the required standards.
• Established deadlines, targets and quality standards are consistently met.
6. REQUIRED COMPETENCY
• Ability to think and act strategically across a wide range of functions.
• Ability to multitask, pay attention to detail, works under pressure and meet tight deadlines.
• Excellent planning and organization skills.
• Excellent negotiating, problem solving and decision making skills.
• Excellent communication (oral and written) and interpersonal skills.
• Strong customer orientation skills.
• Ability to create effective tracking and management systems and to follow up and carry tasks through to successful completion.
• Ability to work on own initiative and with minimal guidance.
• Ability to exercise sound judgement and conviction of purpose in unfavourable or unpopular situations.
• Ability to interface with senior government and private sector officials both locally and internationally, and with members of the donor community.
• High level of diplomacy and initiative.
7. REPORTING RELATIONSHIP
The Confidential Secretary/Administrative Assistant will report to the Office Manager of the DoE.
8. DURATION OF ASSIGNMENT
The assignment will be for 3 years in the first instance, renewable thereafter, based on performance.
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