Details

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Ref NumberAD 119/19
Position TitleOffice Administrator (Re-advertised)
Closing Date23-Aug-2019
Location
College/DivisionDepartmentLocationNum
Office of the RegistrarDepartment of SecretariatNasinu - Valelevu x 1
Background The purpose of this position is to provide clerical and administrative support, either as a team or individually. An Office Administrator is responsible for specific projects, as well as co-coordinating and implementing office procedures. He / She often acts as a supervisor’s first point of contact with personnel inside and outside the organization.  The incumbent may perform duties of a sensitive and confidential nature and have knowledge of formal and informal Departmental and FNU goals, standards, policies and procedures which may include some familiarity of other departments within the institution (FNU). 
 
The responsibility are as follows: 
•  Arrange meetings; take minutes and notes
•  Editing Minutes and meeting papers 
•  Extract action items from minutes compiled.
•  Preparing/consolidation of reports and budgets, compiling, and preparing confidential and sensitive documents; 
•  Reading and screening incoming correspondence and reports; making preliminary assessment of the importance of materials and organizing documents; handling some matters personally, and forwarding appropriate materials to the departmental staff. 
•  Send action items to respective members and follow up of action items on monthly basis.
•  Take member confirmation (Quorum), Prepare attendance sheet, Prepare name tags for members, Ensure ICT support and meeting materials are available (recorder, batteries, etc) and ensure catering is organized on time.
•  Organizing documents including Filing, faxing, scanning and printing/photocopying of the documents other relevant documents
•  After the meeting: Collection of meeting papers for shredding, Boardroom clean up and close up.
•  Maintain of all office policies and procedures.
•  Maintain and update websites and internal databases
•  Submit regular reports to Supervisor and HR Department on attendance (prepare Exception Report), leave and other HR issues per week 
•  Assist the immediate supervisor in meeting the deadlines set and achieving the goals of the office. 
•  Arrange for in-house and external events
•  Improve office administration systems
•  Prepare statistical reports for supervisor
•  Undertake internal records management of all department records and databases
•  Arrange travel and accommodation as and when required for all office staff
•  Manage the department stationery and equipment supplies
•  Prepares, places, and collects stationery orders and replenish to established stock levels as required;
•  Maintains ongoing inventory of office stationeries in order to determine adequate stock levels for future use.
•  Manage and order supplies within the budget guidelines of the department.
•  Ensures that basic housekeeping requirements are maintained regarding the outlook of the office and immediate areas of the Manager’s immediate work environment.
•  Physically performing the day-to-day duties for the smooth flow of all operations
•  Use a variety of software packages to produce documents, maintain presentations, spreadsheets and databases
•  Responsible to the Supervisor to provide assistance in the business and operational process of the Department.
•  Design and implement staff communications programs in order to ensure ongoing, positive up and down communications throughout the department.  
•  Attendance & Leave Management Maintaining leave cards, monitoring attendance sheet, distributing summary attendance details to management, filing the attendance sheet at the end of the week.
•  Maintains and balances petty cash fund
•  Picks up and delivers materials as required.
•  Receives, registers, and dispatches or routes mails
•  Develop, implement and conduct office staff training meetings as needed.
•  Maintains calendar, schedules appointments and meeting rooms.
•  Makes travel and accommodation arrangements and, occasionally, travelling with the manager to take notes or dictation at meetings, or to provide general assistance during presentations.
•  Monitors monthly expenditure statements for budgets and prepares documents required to maintain balanced accounts for review and approval by supervisor.
•  Be a team player 
•  Administration of all activities are related to the specific duties listed above, including attending meetings and representing the Department/School/College/University in meetings and forums to which the staff is sent.
•  Administrative Duties relating to all matters that the membership of a University entails, including duties related to School/College/University wide activities.
•  General Responsibility to undertake all other duties as directed by the supervising officer and the Registrar.


 
Person Specification
Essential
•  Bachelor’s Degree in either Communication/ Language / Literature / Linguistics / Media & Journalism field OR a Diploma in English / Office Administration / Secretarial Studies field with a minimum of 3 years’ relevant work experience

Desirable
•  The appointee should be able to write minutes/reports, have good organizing and have excellent interpretation skills.
•  Possess an excellent problem solving, presentation, organizational and analytical skills; interpersonal and customer service skills.
•  Possess a professional and proactive attitude
•  Must have excellent Microsoft word, Power point skills, Excel and Microsoft Skills

Shortlisted candidates will undergo testing for soft and hard skills.

Salary Base salary $17,922.00 plus 10% superannuation.

Job Description Click here to download
Statement of Claim Guide Click here to download

Application Details

All applications are to include:
 • A covering letter of application addressing each of the criterion of the person specifications above, evidencing how your qualifications and experience meet the criteria. Guide on how to address your claims against the selection criteria can be downloaded from the link below.

Click here to Download

This covering letter will form the main basis for shortlisting. Failure to provide this covering letter will result in your application not being considered.

• A detailed CV and certified copies of all academic transcripts, three referees, with full contact details, including telephone numbers and e-mail addresses. Candidate should state their relationship with each referee (e.g., line manager, former postgraduate supervisor)

All applications must be submitted online using the University’s online job applications system which can be accessed at this address: https://careers.fnu.ac.fj/  . Applications sent via email or manually for all established (salaried) positions will not be accepted.

Should you have any queries or face difficulty submitting your application online , please email on: vacancy@fnu.ac.fj

Please note that only shortlisted candidates will be contacted. If you have not been contacted by Fiji National University, then your application has not been successful.

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HR Admin