Overview
The General Services Management Assistant supports the Head of the Security and General Assistance Division in non-security-related functions and supervises the General Assistance Unit. The role acts as the focal point for administrative matters within the Division.
Key Responsibilities
- Assists in budget preparation and monitoring.
- Monitors budget implementation, verifies funds, and ensures approvals for purchases/payments.
- Maintains oversight of budgetary and financial expenditures and commitments.
- Assists in requisition preparation, drafting specifications and terms of reference.
- Monitors vendor contract performance and processes goods receipts.
- Manages supplies, stationery, and consumables.
- Supervises the operations of the General Assistance Unit.
- Maintains time and attendance records, approves leave requests, and monitors overtime.
- Assists in producing unit workplans and guides team members in performance plans.
- Organizes court activities and events, including courtroom preparation and ushering.
- Manages the vehicle fleet, ensuring compliance with safety and insurance requirements.
- Supervises driving operations and other unit operations like mail and reception.
- Provides assistance in building management and liaises with the Carnegie Foundation for repairs.
- Performs other duties as assigned by the Head of Division.
Required Experience
Seven (7) years (or 5 years for candidates with a first level university degree) experience in general administration, management, logistics, budgeting or project management is required. Experience in drafting formal reports, instructions, and standard operating procedures is required. Experience in using enterprise resource planning systems is required.
Qualifications
A high school diploma or equivalent is required. A driving license, EU class B or above, or equivalent is required. A university degree in business administration, public administration, project management, logistics or a related area is desirable.
