Job Vacancy: Programme Assistant-Youth and Culture (Government of Anguilla)

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JOB DESCRIPTION – 2
 

JOB TITLE: Programme Assistant

 

 

MINISTRY

 

 

Ministry of Social Development

 

 

 

 

DEPARTMENT

 

 

Youth and Culture

 

SECTION

 

 

Youth Development/Culture Arts Development

 

UNIT

 

 

­- – – –

 

 

 

 

 

GEOGRAPHIC LOCATION

The Valley

 

 

 

TITLE OF IMMEDIATE SUPERVISOR  

 

Senior Programme Officer

1.      JOB FUNCTION

 

Provide administrative, secretarial and programme management services to the division/department.             

 

 

2.      KEY FUNCTIONS

i.        Organize and coordinate the secretarial and office management functions of the Division to ensure the achievement of work targets in compliance with established policies and procedures.

ii.       Assess, prioritize and draft division correspondence as required.

iii.     Type correspondence, documents and reports for the senior programme officer in agreed formats.

iv.     Respond to telephone calls, queries and enquiries related to the divisions operations.

v.       Develop, update and maintain equipment records for the division.

 

 

 

JOB TITLE:  Programme Assistant

 

 

vi.      Develop and maintain an appropriate electronic and manual filing system for division documents, statements, reports, records and correspondence.

vii.   Maintain and update team’s databases and mailing lists.

viii. Take minutes of meetings, transcribe and prepare in prescribed formats.

ix.      Process incoming and outgoing mail and prepare/send facsimile messages.

x.        Act as the main contact person during the absence of team members, following up on any emergencies with in-house staff.

xi.     Liaise with the Programme teams as necessary to develop, maintain and update client lists for the various programmes.

xii.   Process clients’ referral and application forms for the various programmes.

xiii. Maintain contact with clients on the various programmes and keep records of those contacts.

xiv. Process applications for grants and contributions consistent with departmental policies and procedures.

xv.   Assist in the development of the clients’ personal action plans and status reports for the various programmes under the division’s remit.

xvi. Assist the programme leader in identifying, contacting and building partnerships with business leaders and various community partners.

xvii.        Keep records of contact with clients, partners and stakeholders.

xviii.       Conduct regular monitoring of clients’ activities and update departmental records on clients.

xix. Manage, maintain and update departmental registries.

xx.   Assist the Programme team in organising meetings with clients, parents, mentors, volunteers, employers, organisations and other stakeholders.

xxi. Perform specific functions on various programmes as assigned by the head of department.

xxii.         Participate in meetings with the programme team.

xxiii.       Assist in the production of bi-monthly reports for the various programmes.

xxiv.       Participate in Disaster Management activities designed to prepare for, mitigate against and respond to disaster events.

xxv.         Develop and implement strategies for improving and maintaining a high level of Customer Service in the public sector.

xxvi.       Perform other related duties as required by the job function.

 

 

 

JOB TITLE:  Programme Assistant

 

 

4.         KEY RELATIONSHIPS

 

i.        Report to the Senior Programme Officer

ii.       Support the Department of Youth and Culture ‘s staff with their duties,

iii.    Liaise with Community groups, public and private sector entities etc.

 

5.                                             KEY AUTHORITIES      

 

Authorised to:

 

i.        Establish working relationships with stakeholders as required by the job function.

ii.       Access and process departmental correspondence.

iii.     Provide secretarial and office management support for departmental functions.

iv.     Control the division filing system under the direction of the Executive Secretary.

 

 

 

6.                  KEY REPORTS

 

i.                    Monthly operations reports

 

7.         PERFORMANCE PARAMETERS

 

i.                    Effective implementation of division’s administrative and operational functions.

ii.                   Achievement of the division’s programme functions delegated by the head of department.

iii.                 Achievement of work targets

iv.                 Timeliness and quality of reports

 

 

8.         SCOPE OF THE JOB

 

The post carries responsibility for the provision of administrative services to the programme team. It requires that the post holder to coordinate on-going programme operations with division staff and stakeholders to achieve collective goals.

 

The office holder should be prepared to work in the field and at times after normal work hours.

 

 

 

 

 

 

JOB TITLE:  Programme Assistant

 

9.         PERSONAL QUALIFICATIONS

 

The incumbent should have an Administrative Professional Secretary’s diploma or Certificate in Public/Business Administration or a minimum of 4 O’level/CXC passes including English/Language with two years’ experience in a similar position.  Candidate should also have a flair for working with figures and should be computer literate.

 

A driver’s license will be an asset.

This document is intended to reflect those factors considered necessary to describe the principal functions of your job and should not be construed as a detailed description of all work requirements that may be inherent in the job.

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