Administrative Officer – The Adolescent Hub Family Health Services

Based in the Half-Way-Tree Transport Centre, the Administrative Officer must have a commitment to youth development and will be responsible for the overall and day to day administration and management of the Adolescent Hub (AH). The incumbent will also be responsible for the marketing and public relations activities in the AH and will provide administrative support to the Youth Empowerment Officers and other Technical officers and Partners working at the AH or giving voluntary support to the AH operations. The work involves: Voluntary Counselling and Testing (VCT) for teens 16 years and above, data gathering and analysis the use of computers, knowledge of computer systems and networks as well as the use of office equipment.  The incumbent will perform a range of management and administrative tasks to ensure the smooth, efficient and effective operations at the AH.

MAIN DUTIES AND RESPONSIBILITIES:

 Management:

1.      Coordinates the daily activities at the AH.

2.      Conduct VCT for HIV for adolescents 16 years and older

3.      Represents the Adolescent Hub (AH) at meetings in the parish or elsewhere.

4.       Coordinates office services, such as personnel, budget, and records management control.

5.      Supervises AH Users who accesses the Centre in the absence of the Youth Empowerment Officer (YEO).

6.      Performs office management duties and oversees the maintenance of personnel and other records

7.      Receives and reviews Invoices for processing and payment.

8.      Maintain the Inventory and Assets Records.

9.      Reviews and recommends changes to the Standard Operations Procedures to ensure greater compliance by Users and improvements in operations.

10.  Assist the YEO in the planning and coordinating of meetings, seminars, Workshops, empowerment sessions and other events.

11.  Record Minutes or assign recording function to a capable person.

12.   Assist in the orientation of new employers or Volunteers at the AH.

13.   Manipulate data and information in word processing, spreadsheet and database applications by creating word processing form letters, tables, etc.

14.  Monitor and maintains office equipment and the use of office supplies.

15.  Ensure health and safety issues are addressed, including making staff aware of building safety and emergency procedures and safe work practices.

16.  Monitor and manage energy conservation practices, consistent with Government policies and strategies.

17.  Practice good records management and ensure that files and information are well organised.

18.  Provide reception services at the AH.

Administrative Support

19.  Provides administrative support to the YEOs for the organisation of events and support the follow-up work which may be required.

20.  Provide administrative support for training of AH Users.

21.  Provide administrative support for conducting youth consultations and surveys.

22.  Provide administrative support to the YEOs in other participation Initiatives and interventions with youth and young people.

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:

• Knowledge of Standard Operations Procedures for the AH, otherrules, regulations, policies and conventions.
• Knowledge of the minor maintenance and janitorial services for the AH.
• Knowledge of the MOHW/MOEYI/AHF website and use of same.
• Knowledge of specialized formats for letters, memos and reports.
• Knowledge of Government’s budget preparation procedures.
• Knowledge of the principles of office management and supervision
• Knowledge of Minute taking, Report and Proposal Writing.
• Knowledge of the youth and community development Stakeholders’ in the parish as well as the NGOs and private sector entities.
• Knowledge of youth/young people issues and situations.
• Knowledge and understanding of working in partnerships and collaboratively.

Abilities

• Ability to exercise independent judgment in evaluating situations and making decisions and using discretion.
• Ability to plan, organize supervise and review the work of subordinates performing a variety of functions.
• Ability to apply and explain rules, regulations, policies and procedures.
• Ability to establish and maintain effective working relationships.
• Ability to design and enter information in a variety of formats (such as narrative, manuscripts, business correspondence, statistical tables, etc.)
• Ability to communicate effectively both verbally and in writing.
• Ability to plan and project operating needs for the AH.
• Ability to adapt to varying circumstances and situations which may arise.
• Ability to be an effective team-player and team leader.
• An exceptional ability to multi-task and meet a variety of overlapping deadlines;

REPORTING AND FUNCTIONAL RELATIONSHIPS:

The Administrative Officer shall report directly to the Adolescent Health Coordinator, Ministry of Health & Wellness (MOHW).

The Officer will also have a functional relationship with the Director Family Health Services, MOHW, the Director of Youth Programmes, Ministry of Education Youth & Information (MOEYI) and the Regional Director, AIDS Health Care Foundation.