OFFICE OF THE CHIEF ELECTORAL AND REFERENDA OFFICER
Post designation: : Personal Assistant Grade 6
1 x Post: : Windhoek
Salary Scale : 337,984 403.922
Housing Allowance : 14.520 per annum
Transport Allowance : 8.760 per annum
Job Summary
The Personal Assistant reports functionally and structurally to the the Chief Electoral and Referenda Officer, and is mainly responsible for providing requisite administrative and management support to the Office. The incumbent assists the Chief Electoral and Referenda Officer in managing day-to-day activities of the Office and carrying out resolutions of the Commission and managing the affairs of the Commission in efficient and effective manner, subject to the guidance and directions of the Chief Electoral and Referenda Officer. The remuneration and benefits of this position is commensurate with that of a Personal Assistant in the Public Service.
Key Responsibilities
• Serve as administrative arm of the Office of the Chief Electoral and Referenda Officer in managing, amongst others, human resources, budget and transport.
• Assist the Chief Electoral and Referenda Officer in developing, reviewing and implementing integrated Institutional Meetings Schedule.
• Assist the Chief Electoral and Referenda Officer in monitoring and analyzing the implementation of resolutions of the Commission.
• Prepare and produce office reports, presentations and briefs and confidential submissions for Management consideration.
• Analyze reports and strategic documents, and compile briefs and confidential submissions for the Commission as delegated by the Chief Electoral and Referenda Officer.
• Assist the Chief Electoral and Referenda Officer in monitoring and analyzing ECN Strategic Plan-based Institutional Performance through Annual Management Plans (AMPs) and Performance Agreements (PAs).
• Compile and circulate Agenda and Calendar Invitation for Management Meetings. Commission Meetings. Political Party Liaison Committee (PLC) Meetings and any other statutory or official meetings.
• Take dictation and minutes of the Chief Electoral and Referenda Officer Meetings. Management and Commission Meetings.
• Serve as a central point of communication between Office of the Chief Electoral and Referenda Officer and both internal and external stakeholders.
• Manage multi-tasks and prioritize daily workload in consultation with the Private Secretary.
• Schedule Meetings in consultation with Private Secretary and other offices in accordance with Institutional Meetings Schedule.
• Establish and maintain effective records management system for the Office of the Chief Electoral and Referenda Officer.
Academic Qualifications and Personal Attributes
• A Bachelor Degree (NQF L7) in the field of Business Administration/ Management. Public Administration/Management/Public Relations or Corporate Communications or any other relevant field of study. Candidates must have Six (6) years’ appropriate experience in Administration of which two (2) years must be at the level of Chief Administrative Officer Grade 8 and/or Supervisory Level.
• Previous experience working as an executive assistant serves as added advantage:
• Firm commitment to the principles of integrity, independence, impartiality, fairness, political neutrality, professionalism and equality.
Required Competencies and Skills
• Office administrative and management skills.
• Ability to maintain good level of maturity, integrity and confidentiality.
• Excellent verbal and written communication skills.
• Proven report and submission writing skills.
• Problem solving and decision-making skills.
• Good interpersonal skills.
• Ability to work under extreme pressure.
• Planning, organization, coordination and analytical skills.
• Ability to work in a multi -disciplinary environment and to liaise with ease at all levels
More Information
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Job Application Details
APPLICATION DETAILS
An application (on form 156043 obtained at all Government offices) together with a comprehensive curriculum vitae and certified copies of education qualification must be addressed to: The Chief Electoral and Referenda Officer. Private Bag 13352. Windhoek or hand delivery at ECN Headquarters. 67-61 Van Rhijn Street. Windhoek North No application should be submitted at the Regional Offices and No emails. Foreign qualifications must be evaluated by the Namibia Qualification Authority (NQA) and proof of evaluation of qualifications should be attached. Staff members must have completed their probation successfully and proof of probation confirmation should be attached. Failure to complete all Items in the application form for employment and not attaching the necessary documents will disqualify the applicant. Enquiries: Wilka Ndahangwanonya Tel: 061 376214. Ms. Bostander Tel: 061376283 Closing Date: O9th October 2023 at 17h00 Any applications received after this date and time will not be considered.
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