The incumbent will have the following duties and responsibilities:
1. Implement work plans and programs related to completing all administrative tasks and activities within the LA Directorate by coordinating with relevant organizational units and adhering to approved standards. This involves discussing these plans and programs with the direct supervisor to obtain necessary approvals.
2. Receive, review, and classify cases, official correspondence, documents, and records referred to the Legislative Affairs Directorate. Organize these cases and documents by subject and priority, ensuring that all attachments are complete. Conduct research to validate and complete the relevant administrative procedures for each case, taking appropriate actions as needed.
3. Prepare administrative and executive work plans as directed by the LA Director. Follow up on all work requests and document responsibilities assigned to team members according to their areas of specialization.
4.Maintain all case documents, correspondence, files, records, and administrative reports in an organized and systematic manner to ensure easy retrieval when requested. Ensure properarchiving of all completed cases on the case management system.
5. Attend meetings of the committees and work teams comprising the LA Directorate. Draft meeting minutes and follow up on the implementation of directives, decisions, and recommendations issued during these meetings with relevant organizational units, as assigned by the direct supervisor.
6. Coordinateand make necessary arrangements for internal and external periodic visits and meetings related to the LA Directorate's work. Follow up on the implementation of decisions and recommendations made during such visits and meetings.
7. Draft internal and external correspondence and memos regarding pending cases and assignments as directed by the direct supervisor. Prepare reminder notices for concerned organizational units to address pending issues related to the LA Directorate.
8. Regularly track and follow up on all ongoing cases. Participate in preparing official communications and reminders related to these cases, ensuring that all registered cases are closed and archived as per the approved procedures.
9. Provide data, information, statistics, documents, and records on work-related topics needed by the LA Directorate as instructed by the direct supervisor.
10. Participate in the preparation and updating of work procedure manuals and awareness guidelines for implementing the LA Directorate's functions and those of its organizational units, as well as in developing related key performance indicators.
11. Prepare periodic and annual reports showcasing the LA Directorate's achievements as measured against the relevant key performance indicators. These reports should include data and statistics as well as obstacles encountered along with actions taken to address them.
12. Perform any other duties or tasks that are relevant to the LA Directorate’s work, as assigned by the direct supervisor.
Bachelor's Degree in:
-Public Administration
-Business Administration
-Data Analysis and Management
-Knowledge Management
Up to 2 years of experience in a relevant field