Job Information
Documentation and Logistics Officer (GMG/AM 2)
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 Finance and the Public Service
Category
Administrative
Posted
12-07-2024
Job Status
Start Publishing
12-07-2024
Stop Publishing
22-07-2024
Applications are invited for the following post in the Public Expenditure Policy Co-ordination and the Public Expenditure Divisions, Ministry of Finance and the Public Service (MOFPS): Documentation and Logistics Officer (GMG/AM 2) - (Vacant), salary range $1,711,060 to $2,301,186 per annum.
Job Purpose
Under the direction of the Principal Director, the Documentation and Logistics Officer is responsible for providing day-to-day logistical, secretarial and administrative support services in ensuring the efficient and effective functioning of the Principal Director’s Office and the attainment of PIMSEC’s operational and strategic objectives, while ensuring sound judgment, tact, diplomacy, professionalism and timeliness in the performance of responsibilities.
Key Responsibilities
Technical/Professional:
- Provides logistical and administrative support in the day-to-day operations of PIMSEC, including the planning, organizing, co-ordinating and scheduling of meetings, conferences, workshops, field visits and other events;
- Undertakes a broad range of secretarial duties in support of the efficient functioning of the
Principal Director’s Office, including:
Processing incoming and outgoing correspondence; - Responding to enquiries and correspondence within scope of authority or, as directed;
- Editing, drafting and preparing correspondence, reports, memoranda, presentations, and other documents;
- Taking and transcribing minutes of meetings.
- Functions as a liaison for effective communication between the Principal Director's Office and key internal and external stakeholders in a manner that serves to maintain credibility and trust and foster teamwork;
- Maintains the Principal Director’s appointment schedule and provides updates accordingly;
- Receives and screens incoming calls and visitors and alerts the Principal Director and/or provides information, or refers to appropriate staff, as necessary;
- Prioritizes and follows-up on issues and concerns addressed to the Principal Director and refers and/or responds as deemed appropriate;
- Conducts research and collects and collates information in preparing special and routine reports;
- Establishes and maintains records management systems, and a library of resources, electronic and manual, that facilitates the efficient and effective functioning of the Principal
- Director’s Office;
- Processes routine requisitions to pay bills, expense advances, clear expenses and/or order supplies;
- Maintains awareness of the operating environment of the Ministry, including issues and concerns and briefs and updates the Principal Director accordingly;
- Maintains general knowledge of PIMS systems, policies, procedures and practices so as to be able to respond appropriately to enquiries, complaints or issues;
- Performs any other related duties that may be determined by the Principal Director.
Required Knowledge, Skills and Competencies
Core:
- Excellent oral and written communication skills;
- Excellent planning, organizing, and time management skills;
- Ability to maintain confidentiality and integrity in matters of a sensitive nature;
- Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people;
- Ability to determine priorities and schedule and structure tasks in order to meet deadlines;
- Ability to work independently without close supervision;
- Attention to detail;
- Ability to work under pressure in meeting demanding schedules and timelines.
Technical:
- Knowledge of GOJ Staff Orders, Ministry’s policies and procedures, and PIMS legislative, regulatory framework;
- Knowledge of the organization and maintenance of database and records management systems;
- Knowledge of office practices and procedures;
- Knowledge of research and statistical methods and techniques;
- Ability to create presentations, charts, graphs, databases, and spreadsheets;
- Proficiency in the use of various computer applications (Microsoft Word, Excel, Access, PowerPoint).
Minimum Required Qualification and Experience
- Associate Degree or equivalent in Business, Public Administration or a relevant social science discipline;
- Three (3) years’ experience in project/programme administration or as an administrator/secretary supporting a Senior Executive in a public sector environment.
Special Conditions Associated with the Job:
- Work is performed in normal office conditions;
- May however be required to work beyond and outside normal working hours in meeting deadlines or in providing support services at meetings and other events.
Applications accompanied by Résumés should be submitted no later than Monday, 22nd July , 2024 to:
Senior Director, Human Resource Management and Development
Ministry of Finance and the Public Service
30 National Heroes Circle
Kingston 4
30 National Heroes Circle
Kingston 4
Email: hrapplications@mof.gov.jm
Candidates who previously applied for the positions NEED NOT APPLY.
Please note that only shortlisted applicants will be contacted.
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