Job Information
Administrative Assistant (GMG/AM 3)
Company Information
Job Information
Description
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Computer/IT
Posted
23-07-2024
Job Status
Start Publishing
23-07-2024
Stop Publishing
30-07-2024
Applications are invited for the following post in the Ministry of Agriculture, Fisheries and Mining: Administrative Assistant (GMG/AM 3) during the period August 12, 2024 to September 6, 2024 (Not Vacant) - Policy, Planning and Project Management/Praedial Larceny Prevention Co-ordination Branch, salary range $2,190,302 – 2,945,712 per annum.
Job Purpose
Under the direction of the Director, Praedial Larceny Prevention Coordination, the Administrative Assistant is responsible for the provision of administrative support for the Branch and liaises with other Divisions, Branches and external Agencies on behalf of the 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 Branch. Additionally, the incumbent provides support for the preparation of the Branch’s plans and reports, as well as for meetings and events planning.
Key Responsibilities
Administrative/Management:
- Receives, reads and screens incoming correspondence and reports; makes preliminary assessment of material and follows up to ensure that action is completed;
- Maintains an efficient filing system;
- Assists with the development of the Branch’s Operational Plans and Budget;
- 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 Director;
- Manages the 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;
- Conducts research, collates, sorts and disseminates information, as required;
- Refers persons to the relevant officers and follows through on the resolution of issues;
- Produces documents and reports and transcribes minutes for circulation;
- Researches and collates documents for conferences and press briefings;
- Responds to routine correspondence;
- Monitors matters that have been passed to Officers’ Desks for action;
- Manages the technology platforms for adequate response and dispatch of ideas, recommendations and solutions to the ongoing praedial larceny issues;
- Accompanies the Director to meetings, seminars and conferences, takes notes, and records minutes, as required;
- Arranges meetings, conferences, and other events as directed by the 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 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;
- Participates in the Unit’s strategic planning process;
- Provides advice/guidance to all members of staff in the interpretation and application of Government policies, rules and regulations;
- Represents the Unit at meetings, seminars and workshops;
- Performs any other related duties that may be assigned from time to time by the Director.
Required Knowledge, Skills and Competencies
Core:
- Good interpersonal skills;
- Good oral and written communication skills;
- Excellent customer and quality focus skills;
- Good problem-solving and decision-making skills;
- Strong planning and organizing skills;
- Good analytical thinking;
- Excellent teamwork and co-operation;
- Ability to display a high level of initiative and integrity;
- Ability to demonstrate a high level of confidentiality and professionalism.
Technical:
- Knowledge of the Praedial Larceny Act;
- 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 policies and procedures;
- Proficiency in speed writing and typewriting would be an asset.
Minimum Required Qualification and Experience
- Associate of Science Degree in Management/Public Administration or a related field in the Social Sciences or the Arts or equivalent qualifications;
- Two (2) 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 Condition Associated with the Job
- May be required to travel with the Director to meetings, conferences and seminars islandwide;
- Required to meet tight deadlines;
- May be required to work on weekends and holidays.
Applications accompanied by résumés should be submitted no later than Monday, 29th July, 2024 to:
Senior Director
Human Resource Management and Development Division
Ministry of Agriculture, Fisheries and Mining
Hope Gardens
Kingston 6
Ministry of Agriculture, Fisheries and Mining
Hope Gardens
Kingston 6
Email: jobopportunities@moa.gov.jm
Please note that only shortlisted applicants will be contacted.
Facebook Comments
