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
Ministry of Culture, Gender, Entertainment and Sport
Category
Administrative
Posted
19-06-2024
Job Status
Start Publishing
19-06-2024
Stop Publishing
02-07-2024
Applications are invited for the following post in the Ministry of Culture, Gender, Entertainment and Sport: Administrative Assistant (GMG/AM 3) - Bureau of Gender Affairs, salary range $2,190,302 – $2,945,712 per annum.
Job Purpose
Under the general supervision of the Director, Male Empowerment and Support Unit, the Administrative Assistant provides technical and administrative support in the co-ordination and implementation of planned activities and programmes to meet the Unit’s objectives.
Key Responsibilities
- Assists in supporting the requirements of the approved budget for the Unit ensuring that all expenditure is documented and accounted for according to GoJ guidelines;
- Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention;
- Schedules and coordinates internal and external meetings on behalf of the Director;
- Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received;
- Assists with research in the preparation of reports, policy decision and for meetings/ discussions, Operational and Work Plans as well as Quarterly/Monthly status reports on the work of the Unit;
- Processes assigned correspondence and provides feedback to the Director as required;
- Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk;
- Organizes meetings hosted by the Director to include staff meetings and all other relevant meetings to include Heads of Divisions/Branches, Heads of Agencies meetings and prepares Minutes, reproduces and distributes in accordance with established guidelines;
- Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director;
- Coordinates activities for a variety of meetings, attend meetings, take minutes and prepares and circulate Minutes, as required;
- Attends meetings with the Director, upon request, takes Notes/Minutes, as required;
- Assists the Director with adhoc reports and quarterly reviews, as instructed;
- Interfaces with the staff of the Ministry, other stakeholders and responds to problems/concerns and issues that need the Director’s attention;
- Responds to official enquires about the work of the Unit and where necessary, refers these enquiries to the appropriate officers;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills, and Competencies
Core:
- Good oral and written and communication skills;
- Good problem-solving and decision-making skills;
- Good planning and organizing skills;
- Flexibility and adaptability;
- Good interpersonal skills;
- Teamwork and co-operation;
- Integrity;
- Ability to use own initiative.
Technical:
- Excellent knowledge of office management and administrative procedures and practices
- Good research and analysis skills;
- Excellent customer and quality focus;
- Ability to compose correspondence and reports;
- Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems.
Minimum Required Qualification and Experience
- Certificate in Management Studies/Diploma in Administrative Management/Business Administration or its equivalent from a recognised tertiary institution;
- Three (3) years’ experience in office administration preferably in a related field.
Applications accompanied by résumés should be submitted no later than Monday, 1st July, 2024 to:
Director, Human Resource Management and Development
Ministry of Culture, Gender, Entertainment and Sport
4-6 Trafalgar Road
Kingston 5
Please note that only shortlisted applicants will be contacted.
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