Applications are invited for the following posts in the Ministry of Local Government and Community Development:
Executive Secretary (OPS/SS 4) (non-vacant) – Central Administration

Salary range $2,190,302 – $2,945,712 per annum.

Job Purpose

Reporting to the Permanent Secretary, the incumbent is responsible for providing administrative and secretarial service and managing the routine functions of the office.

Key Responsibilities

• Receives, opens, sorts and distributes incoming correspondence and materials;
• Maintains an electronic date retention and tracking system;
• Develops and maintains a filing system that facilitates easy access, retrieval and security of files;
• Reviews and checks correspondence and reports prepared for the Permanent Secretary’s signature to ensure that all pertinent matters have been investigated;
• Prepares interim replies to correspondence of a routine nature, and composes replies to public complaints, or other matters that have no impact on policy decision, for signature;
• Types Cabinet Submissions, Speeches and Budget presentation;
• Takes dictation and transcribes Minutes of meetings and distributes to the relevant officers;
• Prepares weekly itinerary and maintains an appointment diary/calendar to facilitate smooth and effective communication between the Permanent Secretary and internal/external customer;
• Co-ordinates arrangements and preparation for meetings chaired by the Permanent Secretary;
• Monitors telephone calls, appointments and visitors to the office;
• Seals and dispatches Secret and Classified correspondence;
• Follows-up on files and correspondence leaving the office;
• Provides prompt, efficient and effective delivery of support services;
• Performs any other duties that may be assigned;

Required Knowledge, Skills and Competencies

Core:

• Excellent oral and written communications skills.
• Good interpersonal skills and customer relations skills.
• Excellent planning and organizing skills.
• Excellent integrity/ethics exercised in the performance of duties.

Functional:

• Proficiency in the relevant computer skills
• Excellent shorthand and typing/writing skills.
• Good knowledge of filing systems and methods.
• Excellent knowledge of protocol for meetings.

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute,
• plus five (5) years’ general office experience;
• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National
• Successful completion of the Certified Professional Secretary course; proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE O’Level; training in the use of a variety of software applications and five (5) years’ general office experience plus the appropriate
• Office Professional Training Course at the Management Institute for National Development.

Applications accompanied by résumés should be submitted no later than Thursday, 7th August, 2025 to:

Senior Director
Human Resource Management and Development
Ministry of Local Government and Community Development
61 Hagley Park Road
Kingston 10

Email: hrd@mlgcd.gov.jm

Please note that only shortlisted applicants will be contacted.

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