Applications to fill the vacant post of Senior Secretary (OPS/SS 3) in the Jamaica Defence Force

Salary range $1,711,060 – $2,301,186 per annum.

Job Purpose

Under the general direction and leadership of the Director – Finance & Accounts Branch, the Senior Secretary is responsible for assisting with the organisation and management of the administrative activities related to the Finance & Accounts Branch of the Jamaica Defence Force.

Key Responsibilities

Management/Administrative

• Prepares and submits performance and other reports relating to the achievement of targets for the Branch, as required, and ensures timely submission of all documents/ information requested from the Branch;
• Maintains quality customer service principles, standards and measurements for the Branch;
• Develops Individual Work Plan based on alignment with the Branches Unit Plan;
• Represents the Branch at meetings, conferences and other fora, as needed, in relation to civilianized functions meetings, conferences and other fora as needed in relation to civilianized functions.

Technical/Professional

• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination;
• Organizes meetings for the Director – Finance & Accounts and staff, as necessitated;
• Maintains the Director’s diary electronically by recording appointments, meetings, visits etc. on a day-to-day basis, and confirms, cancels and reschedules appointment on the Director’s behalf;
• Attends meetings as required, makes notes and produces Minutes for dissemination and follow-up action;
• Manually logs receipt and dispatch correspondences;
• Handles routine correspondence on behalf of the Director, by retrieving and sending correspondence from intranet and internet;
• Receives and disseminates information on behalf of the Director’s office;
• Creates and maintains database with weaknesses, recommendations, management response and the implementation status of recommendations;
• Updates and maintains database with reports and documentation;
• Assists with formatting and issuance of reports and documents produced by the
  Director’s office;
• Follows-up with Agencies/Departments to ensure submission of documents to aid the work of the Director’s office;
• Maintains monthly attendance reports for the Finance and Accounts Branch;
• Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official;
• Addresses matters relating to the general maintenance of the Director’s office;
• Liaises with internal and external stakeholders;
• Drafts letters and memoranda for the Director’s signature;
• Conducts research and prepares draft responses to correspondence for vetting by the Director;
• Keeps abreast of the progress of activities within the JDF, providing background information, as well as preparing briefs for the Director for participation in meetings;
• Makes travel and accommodation arrangements for the Director/staff, when necessary;
• Prepares and disseminates internal advisories from the Director’s office to internal stakeholders;
• Follows-up with entities/divisions regarding submission of management responses to communique;
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
• Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures, practices and protocols, to be able to respond appropriately to enquiries, requests or issues.

Human Resources

• Provides guidance on welfare matters;
• Maintains harmonious relationships with colleagues.
• Performs all other related duties and functions, as may be required, from time to time.

Required Knowledge, Skills and Competencies

Core

• Good oral and written communication skills
• Good customer & quality focus skills
• Teamwork & co-operation
• Sound integrity
• Compliance
• Good interpersonal skills
• Good change management skills

Technical

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities;
• Excellent keyboarding dexterity;
• Working knowledge of statutes, legislations, regulations, policies and procedures that guide the operations of the organization;
• General knowledge in budget preparation;
• Knowledge of office management and administrative procedures and practices, including records management;
• Knowledge of the principles and practices of public administration;
• Knowledge of research and statistical methods and techniques;
• Ability to compose correspondence and reports.

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND); proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a
• speed of 100-120 words per minute, plus four to five (4-5) years general office experience.

OR

• Graduated 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 spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND), plus four to five (4-5) years general office experience.

OR

• 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 computer software applications and four to five (4-5) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development (MIND).

Special Conditions Associated with the Job

• Work will be conducted in an office outfitted with standard office equipment and specialized software.
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• May be required to travel to meetings and other sessions intra island.
• May be subjected to search based on JDF’s rule
• Office located some distance from the main entrance;

Applications accompanied by résumés should be submitted no later than Thursday, 17th July, 2025 to:

Human Resource & Administration Manager
Jamaica Defence Force
Up Park Camp
Kingston 5

Email: joboppsjdfciv@gmail.com

Please note that only shortlisted applicants will be contacted.

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