Job Information Administrative Assistant (GMG/AM 3) Company Information
Contact Name Office of the Services Commission
Contact Email
Job Information
Job Type Full-time
Department Ministry of Agriculture and Fisheries
Category Administrative
Posted 16-02-2024
Job Status
Start Publishing 16-02-2024
Stop Publishing 23-02-2024
Applications are invited to fill/be assigned to the following posts in the Ministry of Agriculture, Fisheries and Mining: Administrative Assistant (GMG/AM 3) (2 posts) (Not Vacant) - Policy, Planning & Project Management Division, salary range $1,984,305 to $2,668,670 per annum.
Job Purpose
Under the direction of the Senior Director, Agricultural Economic Planning (SOG/ST 9), the Administrative Assistant (GMG/AM 3) is responsible for the provision of administrative support for the Section and liaises with other Divisions, Branches, and External Agencies on behalf of the Senior Director. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files thus ensuring the smooth operation of the Section. Additionally, the incumbent provides support for the preparation of the Division’s plans and reports as well as for meetings and events planning.
Key Responsibilities
  • Receives, reads, and screens incoming correspondence and reports; makes preliminary assessment of material and follows up to ensure that action is completed;
  • Accesses and sends e-mails via the Internet;
  • Assembles and disseminates information to internal and external personnel as requested;
  • Performs a range of administrative duties including preparing invoices, estimates, coordinating meetings, etc.;
  • Receives and screens visitors prior to audience with the Senior Director;
  • Manages the Senior Director’s Appointment Diary including liaising with internal and external personnel as necessary;
  • Responds to requests, inquiries, and complaints from organizations and the general public;
  • Refers persons to the relevant officers and follows through on the resolution of issues;
  • Produces documents and reports and transcribes Minutes for circulation;
  • Conducts research, collates, sorts, and disseminates information as required;
  • Researches and collates documents for conferences and press briefings;
  • Responds to routine correspondence;
  • Monitors matters that have been passed to Officers’ desks for action;
  • Accompanies the Senior Director to meetings, seminars, and conferences, takes notes, and records Minutes, as required;
  • Arranges meetings, conferences, and other events as directed by the Senior Director by notifying participants, arranging accommodation, preparing agendas and material for presentation and information;
  • Writes itineraries and arranges site visits;
  • Prepares and processes documents; reviews for accuracy and completeness; updates information and makes the required changes;
  • Proofreads and edits documents prepared for the Senior Director’s signature;
  • Ensures compliance within budgetary constraints;
  • Keeps records of all deadlines to be met and important matters to be dealt with and interfaces with the relevant officers;
  • Performs any other related duties which may be assigned by the Senior Director.
Required Knowledge, Skills and Competencies
  • Good interpersonal skills.
  • Good oral and written communication skills.
  • Excellent customer and quality focus skills
  • Good presentation skills.
  • Good problem-solving and decision-making skills.
  • Good planning and organizing skills
  • Good analytical thinking,
  • Excellent teamwork, and cooperation
  • Ability to demonstrate a high level of initiative and integrity.
  • Ability to demonstrate a high level of confidentiality, and professionalism
  • Good knowledge of general office administration and procedures.
  • Good Minutes and Report writing skills.
  • Ability to transcribe material in a clear, accurate and an acceptable manner.
  • Good records and file management skills.
  • Proficiency in the use of Microsoft applications.
  • Sound knowledge of manual and web-based research techniques.
  • Good knowledge of the operations of the Government/ Ministry
  • Proficiency in speed writing and typewriting would be an asset
Minimum Required Qualification and Experience
  • Associate Degree in Management/ Public Administration or a related field in the Social Sciences or the Arts or
  • equivalent qualifications
  • Three (3) years’ experience in an administrative capacity.
  • Diploma in Management/ Public Administration or a related field in the Social Sciences or the Arts or equivalent
  • qualifications
  • Four (4) years’ experience in an administrative capacity.
Special Conditions Associated with the Job
  • May be required to travel with the Senior Director to meetings, conferences, and seminars Island wide.
  • Required to meet tight deadlines
  • May be required to work on weekends and holidays.
Applications accompanied by résumés should be submitted no later than Thursday 22nd February, 2024 to:
Senior Director
Human Resource Management and Development Division
Ministry of Agriculture, Fisheries and Mining
Hope Gardens
Kingston 6
Please note that only shortlisted applicants will be contacted.
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