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
Executive Agency
Category
Computer/IT
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) – Legal Unit – (Not Vacant), salary range $2,190,302 - $2,945,712 per annum.
Job Purpose
The incumbent will provide administrative and secretarial services in the Legal Unit.
Key Responsibilities
Management/Administration:
- Assists with administrative arrangements for official travel by the Head Legal Unit and Officers in Legal Unit. Liaises with the Finance Department of the Ministry, Jamaican missions overseas and other relevant Departments of the Ministry in preparing for overseas visits. Makes flight bookings and overseas hotel reservations. Arranges for necessary foreign exchange and the procurement of appropriate Visas;
- Prepares form seeking approval from Permanent Secretary and Cabinet Secretary, documents for travel overseas on behalf of the staff of Legal Unit;
- Assists in the compilation of documents for conferences and meetings to be attended by the Head, Legal Unit and officers;
- Assists in the planning and arrangement of meetings organised by the Legal Unit;
- Attends meetings organised by Legal Unit, as directed, and takes notes of the proceedings.
- Professional/Technical:
- Takes notes in shorthand. Transcribes shorthand notes and produces therefrom letters, memoranda, saving telegrams, third person notes, etc., in acceptable typewritten format;
- Composes letters and memoranda from general instructions. Drafts replies to routine correspondence and queries;
- Prepares Ministry Papers, Briefs, Position Papers, Cabinet Notes, Cabinet Submissions, Cabinet Notes, Reports, charts and tabulations from written draft or clean copy;
- Receives and records incoming mail and brings to the attention of Head, Legal Unit, or relevant Legal Officer, matters requiring urgent action;
- Ensures that urgent matters are re-routed for immediate attention in the absence of the Director;
- Maintains a third copy folder of outgoing correspondence for the Director, as well as a Unit floater file for outgoing correspondence from other officers;
- Establishes and maintains a filing system for the control and safe custody of classified and confidential documents dealt with by the Legal Unit;
- Makes photocopies of documents and collates as required;
- Signs for and records the receipt of confidential and secret correspondence addressed to the Legal Unit.
Professional/Technical:
- Schedules appointments for the Head, Legal Unit. Maintains an up-to-date diary of official appointments and engagements to be kept;
- Places and receives telephone calls for the staff of Legal Unit. Provides routine information in response to queries on matters relating to work of Unit;
- Provides information on matters concerning treaties, at direction of Legal officers;
- Receives and escorts official visitors;
- Receives originals of Bilateral Treaties and other documents and under supervision of Head, Legal Unit and officers of Legal Unit, records documents in Treaty Database and arranges for storage in treaty room.
- Required Knowledge, Skills and Competencies
- Organizational awareness - knowledge of the structure, role and functions of the Ministry. General awareness of Jamaica's foreign policy objectives
- Knowledge of the structure and machinery of government. Basic knowledge of administrative concepts and practices
- Sound knowledge of modern office processes and procedures. Ability to recommend changes in administrative policies and to devise and implement office procedures and practices
- Ability to use judgment and work on own initiative
- Good planning and organizing skills. Excellent time management skills. Strong customer service orientation
- Good communication skills (oral and written) knowledge of official protocol procedures and practices
- Good interpersonal skills
- Problem solving skills. Ability to deal with a wide variety of situations
- Confidentiality. Ability to exercise a high level of tact and discretion in handling sensitive situations
- Knowledge of Computer Applications
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.
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