Job Information
Administrative Assistant (GMG/AM 3)
Company Information
Job Information
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
Ministry of Foreign Affairs and Foreign Trade
Category
Administrative
Posted
09-09-2024
Job Status
Start Publishing
09-09-2024
Stop Publishing
20-09-2024
[Kingston,Jamaica ]
Description
Applications are invited for the following post in the Ministry of Foreign Affairs and Foreign Trade (MFAFT): Administrative Assistant (GMG/AM 3) – Policy and Planning Division – (Not Vacant), salary range $2,190,302 - $2,945,712 per annum.
Job Purpose
The incumbent provides administrative and secretarial support to staff within the Policy and Planning Division.
Key Responsibilities
Technical/Administrative:
- Maintains calendar and schedules appointments and meeting rooms;
- Prepares computerized reports, tables and charts;
- Researches files and other documents and extracts and compiles relevant information to be used in reports, other forms of correspondence and for meetings;
- Formats reports, graphs, tables, records and other types of information;
- Liaises with other Government Departments, Agencies and Ministries, when so directed.
- Uses various software applications, such as Microsoft Word, PowerPoint, Spreadsheets, relational databases, statistical packages and graphic packages to assemble, manipulate and/or format data and/or reports as required;
- Maintains records through filing, retrieval, retention, storage, compilation, coding and updating and destruction;
- Types routine correspondence and reports from dictation or handwritten copy, using personal computer;
- Composes letters and memoranda from general instructions, for the signature of the Senior Director;
- Maintains the Division's Attendance Register and Leave Cards;
- Answers telephone, screens calls, relays messages and greets visitors;
- Opens, sorts and screens mail and other correspondence (including e-mail), prepares interim replies to routine correspondence and brings matters requiring urgent action to the attention of the Senior Director. Records and re-routes processed correspondence files to appropriate Department/Division for necessary action;
- Assists in the planning and organizing of meetings hosted by the Division, and arranges for the photocopying, compilation and documentation of materials for such events;
- Attends meetings at the request of the Senior Director, Policy and Planning, and takes notes of the proceedings;
- Operates office equipment, such as photocopier/scanner and fax machine, and co-ordinates arrangements for refreshments, when necessary;
- Completes various request forms for office supplies and equipment as directed.
Schedules and Appointments:
- Arranges appointments in consultation with the Senior Director and maintains a diary of appointments;
- Maintains schedules of routine and special appointments for the Division, advising of matters requiring prompt attention;
- Makes travel arrangements and prepares itinerary for local and overseas business trips, in keeping with Ministry’s policy;
- Receives/hosts visitors to the Division and escorts them to the designated meeting location.
Filing:
- Maintains an effective filing system that allows security and speedy retrieval of documents/information, in accordance with established standards.
Other:
- Reviews newspaper for articles relevant to the work of the Ministry, and flags and circulates them for attention of PPD staff, in consultation with the Senior Director;
- Updates and maintains Newspaper Clippings Folder. Undertakes ad hoc assignments specific to the Division;
- Assists in the preparation and collection of standard reports;
- Identifies and resolves minor problems and situations that affect the efficient flow of work in the Division.
Required Knowledge, Skills and Competencies
Core:
- Strong customer service skills
- Demonstrated initiative
- Methodical approach to work
- Results-oriented
- Effective oral and written communication skills
- Strong interpersonal skills
- Sound personal and professional integrity
Technical:
- Effective record keeping and filing skills
- Effective minute-taking skills
- Proficient use of Microsoft Office Suite technology
Minimum Required Qualification and Experience
- Certified Professional Secretary (CPS) Certificate;
- Certificate in Administrative Management Level 3 from Management Institute for National Development (MIND);
- Associate Degree in Business Studies, Management Studies or any other relevant discipline.
Applications accompanied by résumés should be submitted no later than Thursday, 19th September, 2024 to:
Senior Director
Human Resource Management and Development
Ministry of Foreign Affairs and Foreign Trade
2 Port Royal Street
Kingston
Ministry of Foreign Affairs and Foreign Trade
2 Port Royal Street
Kingston
Email: recruitment@mfaft.gov.jm
Further details regarding the positions may be obtained from the Human Resource Management and Development Department.
Please note that only shortlisted applicants will be contacted.
Applying for this job?
Enrol one of Career Jamaica's recommended Courses today
and improve your chances of getting hired:
Facebook Comments
