Job Specification
Position Title:
Information Management Administrator
Purpose :
To provide project assistance and coordination services in such areas as budget administration, human resource documentation and other office administrative activities to support the branch Head and Senior Managers.
Key Responsibilities :
1. Project Assistance
Coordinates and administers the day-to-day operations for projects; reviews Ministry administrative, financial, human resources and purchasing policies and procedures and determines the impact on project operations.
Monitors, tracks and reports project progress and delivery within established timeframes.
Determines the importance, urgency and priority of daily project office activities and brings those of a confidential or sensitive nature to the attention of the Manager along with relevant background material.
2. Consultation and Liaison
Responds to enquiries from senior management, other ministries, internal and external stakeholders.
Participates as a member of project teams in the planning and development of project implementation plans.
Advises and brief Manager of administrative, financial, operational issues related to the project.
3. Administrative Support
Prepares project documents, i.e., correspondence, reports and presentations, including sensitive and confidential materials.
Coordinates agendas and meetings, provides background materials for Manager; researches and compiles information by preparing summaries, reports and other materials.
Assists with the development and maintenance of the project charter, work plan, Management Board submissions, presentations and supporting materials.
Coordinates all branch administrative activities, including records management, security and maintenance of shared equipment and files, computer support, facilities management, purchasing and supply.
Develops and implements administrative procedures and processes and office automation solutions to facilitate the effective administration of the project.
4. Budget Administration
Coordinates and administers branch/projects finances, i.e., maintains and tracks expenditures, approves and signs invoices within signing authority, processes invoices, reconciles financial monthly reports, prepares calendarizations and forecasts and inputs entries into the general ledger. Provides assistance to Manager on budget discrepancies and issues. Liaises with finance to investigate and resolve errors and discrepancies.
Prepares and processes expense claims for the branch and project teams.
5. Human Resources Support
Provides human resource services including coordinating/updating organization charts, staffing transactions, attendance, payroll reporting; liaises and coordinates with the Ministry's human resource staff as necessary.
Knowledge / Skill :
Knowledge of and skills in:
Government/Ministry budget and accounting procedures, practices and information systems to identify expenditure problems, input journal entries and maintain the budget.
Project administrative skills to identify, monitor and assist with setting critical paths for project implementation, priorities and deliverables.
Project mandates and priorities to provide administrative services to the project.
Human resource processes, procedures and tools to support Manager on related issues.
Organization and planning skills to determine priorities and coordinate administrative and financial responsibilities.
Research skills to collect information and prepare reports.
Oral and written communication skills to liaise with others to exchange information on behalf of the office, respond to inquiries, coordinate meetings, produce and/or assist in the preparation of correspondence, documents, reports, submissions, presentation and briefing materials.
Computer applications for own use and to prepare correspondence and reports, track project priorities, develop presentation materials, input journal entries.
Interpersonal / Influencing Skill :
Consultation skills to advise project teams on expenditure issues and problems; resolve document preparation and approval problems, expedite materials and provide assistance in organizing responses.
Interpersonal skills to maintain contact with a broad variety of internal/external contacts.
Tact and diplomacy to ensure effective relationships with stakeholders; discuss program delivery issues and evolving priorities with project teams.
Analyzing / Problem Solving Skill :
Analyzing and problem-solving skills to:
Analyze and evaluate administrative policies, procedures and practices to develop options and solutions and to interpret relevant Ministry/government policies to carry out work.
Assist with the development of implementation plans, incorporating priorities and deliverables.
Interpret directives, policies and guidelines.
Decision Making / Responsibility :
Responsible for:
Developing and maintaining the project financial systems and controls to monitor and track the budget and expenditures.
Ensuring deadlines and reporting requirements are achieved.
Prioritizing correspondence and scheduling of Managers' appointments.
Has latitude to provide administrative services to projects; develop, implement and maintain administrative policies and procedures; ensure coordination of administrative work including timely resolution of human resources and purchasing issues; monitoring and ensuring project timelines are achieved.
Work is performed under the general supervision of the Manager. Decisions are made within Ministry and government administrative/human resources/financial policies and procurement/management reporting requirements.
Contacts / Stakeholder :
Project teams and Ministry management/staff (Minister's Office, Deputy's Office) to brief, update and obtain information, provide input on matters/issues and convey information on behalf of the project team.
Finance, Purchasing and Human Resources staff to discuss and resolve issues and discrepancies in information and seek advice.
Internal stakeholders (other ministries and clusters) to provide and obtain information, refer calls, coordinate activities and meetings.
External stakeholders (vendors/suppliers) to discuss and arrange equipment, service, expenditure claims and consulting contracts.
Guidance / Supervision :
Provides support on administrative and technical processes to section, and coordinates workflow with other section support staff.
Demands / Pressures :
Work Demands :
Frequently works within tight time pressures and conflicting work demands to prioritize various items at once.
Routinely deals with modifications to deadlines on short notice, unexpected work demands, e.g., rush requests for information, and has limited control over the pace of work.
Mental / Sensory :
Occasional demands when reading or listening to detailed information or instructions.
Frequent requirement to concentrate when reading/analyzing materials.
Conditions / Environment :
Work is performed in a typical office environment.