Title:

DG BOSS: Administrative Specialist (FN)

The Administrative Assistant provides comprehensive administrative and operational support to the Fire & Emergency Services Department. This role ensures smooth day-to-day operations, accurate documentation,

effective communication, and adherence to organizational policies and safety standards. The position plays a key part in record management, reporting, and coordination between department staff and leadership.

Roles and Responsibilities

Prepare and submit accurate reports (daily, weekly, bi-weekly, monthly, semi-annual, and annual) in
compliance with departmental requirements.
Maintain a central record-keeping system, including 201 files, training folders, operational logs, property/supply records, and inventory documents.
Review, file, and distribute official correspondence and operational documents as required.
Perform general office duties such as correspondence, filing, answering phone calls, and responding to emails.
Draft requisitions for office materials, supplies, and equipment; track usage, monitor stock levels, and conduct regular inventory checks.
Assist in budget tracking for material requisitions (MRs) as part of cost-control measures.
Consolidate and review employee timesheets, maintain personnel records, and process leave requests and
Personnel Action Notices for HR submission.
Coordinate the distribution and follow-up of department messages, requests, and internal communications.
Maintain an accurate, up-to-date inventory control system, ensuring timely monthly and quarterly counts.
Monitor daily operations data input for accuracy and compliance with procedures.
Provide technical assistance on stock control activities when required.
Support the Fire Chief, Deputy Fire Chief, and department staff with day-to-day operational needs.
Ensure compliance with organizational policies, standard operating procedures, and safety regulations.
Perform other duties as assigned to meet organizational and operational objectives.

Basic Qualifications

Strong written and verbal communication skills in professional business English.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with standard office
equipment.
Excellent organizational, multitasking, and time management skills with the ability to meet deadlines in fast-
paced environments.
Strong interpersonal and teamwork skills with problem-solving abilities.
High attention to detail, accuracy, and confidentiality when handling records and sensitive information.
Ability to work independently under minimal supervision, following standard procedures.
Must pass overseas medical screening and maintain good health.
Must hold a valid driver’s license (manual/automatic).

Preferred Qualifications

JOB SPECIFICATIONS: SPECIAL CERTIFICATIONS OR TRAINING

N/A

EDUCATION:

At least a high school graduate is required.
Associate or bachelor’s degree in business administration or a related field preferred.

EXPERIENCE:

Minimum of two (2) years of experience in administrative, business, or industrial office environments performing a full range of office support duties.