Administrative Assistant - Administrative Division

The incumbent shall be responsible for executing full cycle recruitment processes for consultants, project vacancies and temporary staff for the Department of Partnerships and Projects (DPP).

Consultants

1. Processes DPP consultancy recruitment requests.
2. Edits, proofreads and finalises terms of reference for consultancy assignments.
3. Acts as the primary focal-point service provider for DPP consultants.
4. Provides eRoster support to DPP consultants.

Project vacancies

1. Prepares job descriptions for project vacancy notices, conducting the final long lists, preparation of contracts, liaising on onboarding arrangements.

Temporary/mobility staff

1. Prepares job descriptions for temporary/mobility vacancy notices, conducting the final long lists, preparation of contracts, liaising on onboarding arrangements.

General

1. Schedules and coordinates virtual and in‑person entry tests for DPP temporary and vacancy candidates (e.g., tests to assess level of skills in MS Office applications, proofreading, drafting and project management), invigilates in-person assessments and coordinates the marking of test papers.
2. Tracks the progress of all DPP recruitments and updates hiring managers on necessary actions.
3. Liaises with DPP management, Accounting and ERP Services (MAES) in the engagement of consultants and temporary employees, as well as the appointment of project staff.
4. Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); monitors deadlines.
5. Prepares written responses to queries concerning matters related to the recruitment of DPP consultants and temporary staff.
6. Provides any other support as may be required.