Designation : ASSISTANT SECRETARY - CONTRACT ADMINISTRATION (Code- EDU23-00678)
1. PRINCIPLE ACCOUNTABILITIES
1.1. Ensure prompt renewal/variation of national senior and non-citizen officers’ contracts so that these officers are paid correctly.
1.2. Ensure initial contracts are prepared on time with legal support documents.
1.3. Ensure the new/renewal or variation to senior officer’s contract is completed on time by drafting contracts and liaising with DPM or Delegate to approve and sign.
1.4. Be responsible for the processing of visa and passport applications by liaising with subordinates, DPM, and Department of Immigration & Citizenship.
1.5. Ensure efficient file management storage and retrieval system of all Administration matters for the Divisional reports and documents.
1.6. Manage and monitor Contract matters for national senior officers’ and non-citizen through My Contract Management System Application.
1.7. Assist FAS to formulate the annual expenditure budget for the division.
1.8. Assist FAS to prepare reports on contract activities.
1.9. Respond to management/staff queries on Administration services by providing accurate and relevant advice.
1.10. Improve staff performance by providing regular feedback on work performance and building staff morale.
1.11. Maintain work performance in the branch or division by identifying priorities and work volume and delegate responsibilities accordingly.
1.12. Incorporate Gender Equity and Social Inclusion Principles and values of Honesty, Integrity, Accountability, Respect, Wisdom, and Responsibility in programs, activities, and initiatives to foster positive work ethics.
2. QUALIFICATIONS, KNOWLEDGE, SKILLS, WORK EXPERIENCES
2.1.1. Bachelor’s Degree qualification in Human Resource or Administration. A relevant Bachelor’s Degree in Education or Arts is preferable.
2.1.2. Post-graduate or Master’s Degree in a related field is preferable.
2.2.1. Sound knowledge of the principles of Office Administration and Contract Management.
2.2.2. Knowledge of the sections of the General Order dealing with Office Administration and Management.
2.2.3. Knowledge of Public Finance Management Act, TSC Act, Public Service General Order, Education Act.
2.3.1. Ability to manage activities using planning and organization skills to meet deadlines.
2.3.2. Demonstrated experience in one or more areas of expertise relating to contract matters, administration, and management.
2.3.3. Ability to interact with officers both inside and outside of the department.
2.3.4. Ability to lead and build a successful team.
2.3.5. Excellent communication skills, both oral and written.
2.3.6. Ability to take initiatives in the work area.
2.3.7. Computer literate, especially in Microsoft applications.
2.4. Work Experience
2.4.1. Minimum of 5 years supervisory experience in the human resource area, administering contracts, or a similar role.
K44,330 – K54,182