Job Information
Administrative Support Officer (GMG/SEG 1)
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 Agriculture and Fisheries
Category
Administrative
Posted
04-06-2023
Job Status
Start Publishing
04-06-2023
Stop Publishing
13-06-2023
Applications are invited to fill the following vacant post in the Office of the Permanent Secretary, Ministry of Agriculture and Fisheries: Administrative Support Officer (GMG/SEG 1) – Executive Office, salary range $3,094,839 to $4,162,214 per annum
Job Purpose
Under the direction of the Senior Technical Co-ordinator (GMG/SEG 3), the Administrative Support Officer (GMG/SEG 1), is responsible for providing technical and administrative support to the desk of the Senior Technical Co-ordinator and for the enabling of an efficient and effective operations of the Office of the Permanent Secretary. The incumbent also assists in the preparation of Reports, Briefs, Cabinet Submissions, and other documents and facilitates the efficient flow of information between the Executive Office and the internal and external clients and stakeholders.
Key Responsibilities
Management/ Administrative
- Assist with the monitoring of plans and programmes associated with the Permanent Secretary/Hon. Minister’s Offices to ensure that objectives are met;
- Assists with monitoring the development of the Ministry’s Annual Budget to ensure preparation in accordance with relevant Acts, Guidelines and requirements of the Ministry of Finance and the Public Service;
- Assists in the formulation and preparation of Operational and Work Plans for the Permanent Secretary’s Office;
- Prepares Performance Reports for the attention of the Senior Technical Co-ordinator/ Permanent Secretary;
- Assists with processing matters relating to local, regional and international issues submitted for the attention of the Permanent Secretary’s Office and ensures accurate and timely action;
- Assists with the development, implementation and maintenance of appropriate Communication, Information and Records Management Systems that facilitates timely and accessible information to and from the Permanent Secretary’s Office;
- Assists with ensuring the smooth operations of the Executive Office in the absence of the Permanent Secretary.
Technical/ Professional
- Assists in enhancing the Office of the Permanent Secretary’s capacities in accessing opportunities in Food Security, Agriculture, Rural Development, Climate Change and Natural Resource Management;
- Assists with development, implementation, and monitoring of Memoranda of Understanding and Strategic Partnerships;
- Assists with contributing to the planning and development of quality proposals in line with
- Donor Agencies’ requirements;
- Assists with establishing and maintaining appropriate co-ordination mechanisms to ensure inclusion of key partners at national and sub-national levels; organize meetings as required;
- Assists with providing effective support and consultation to the portfolio Agencies and ensures that their submissions and requirements of the Ministry are handled in a timely manner;
- Serves as liaison between the Agencies under the purview of the Ministry and the Office of the Permanent Secretary to ensure timely responses to queries directed to the Ministry;
- Assists with monitoring critical strategic outcomes of the Agencies and provides regular updates to the Manager, Technical Programmes;
- Liaises with various Ministries, Departments and Agencies (MDAs) to elicit advice/feedback on matters affecting the Ministry of Agriculture and Fisheries;
- Gathers critical information from meetings and other interaction with various stakeholders and produces reports;
- Ensures that available information is analysed in a co-ordinated manner and utilized for decision-making at different levels;
- Assists with the preparation of responses to questions posed in the House of Representatives and Motions raised in the Senate, ensuring that responses conform to required format and that the Permanent Secretary and the Honourable Minister are provided with accurate information;
- Interacts/networks directly with Ministers of Government, Permanent Secretaries, Directors General, Heads of Agencies and Senior Officials of Government to ensure that matters in relation to the work of the Ministry are expeditiously undertaken/addressed;
- Assists with examining and quality assuring Annual Reports and other Statutory Reports for the Ministry and its Agencies;
- Assists with researching and preparing technical position papers, reports, briefs, meeting agendas as required;
- Responds to queries by analyzing reports and preparing responses accordingly;
- Routes and obtains timely responses to requests to MDAs for comments, reports and briefs for the attention of the Permanent Secretary and Honorable Minister;
- Examines and quality assures documents prepared by MDAs for the signature of the Honorable Minister;
- Co-ordinates and collaborates with managers and staff in the Ministry on projects and assignments, to ensure timely responses;
- Liaises with MDAs, regional and other international bodies/institutions to facilitate follow-up and ensure the timely and informed implementation of decisions.
- Works closely with the Director, Communications and Public Relations to facilitate the design and implementation of strategies that cultivate relationships with the media, engage the target audiences and boost the Ministry’s brand awareness;
- Assists with preparing speeches and speaking notes, as requested, for the Permanent Secretary;
- Assists in the development of Presentations and Statements to Cabinet and Parliament for the Minister as requested by the Permanent Secretary;
- Assists with reviewing procurement requisitions and supporting documents for the signature of the Permanent Secretary;
- Performs any other related duties which may be assigned by the Manager, Technical Programmes/Permanent Secretary.
Required Knowledge, Skills, and Competencies
Core:
- Good oral, written communication, and presentation skills.
- Excellent customer and quality focus skills
- Good analytical thinking skills
- Ability to display initiative
- Good problem solving and decision making skills
- Excellent interpersonal skills
- Excellent teamwork and co-operation skills
- Ability to observe and maintain confidentiality in the performance of duties
- Demonstrated ability to build partnerships, establish and maintain effective working relationships with a wide cross section of professionals and organizations
- Ability to multitask, work under pressure and meet tight deadlines.
Technical:
- Proficient in the use of relevant computer applications and technologies
- Good knowledge of research techniques, methodologies and data analysis
- Good knowledge of the operations of Government/Ministry policies, procedures, and guidelines;
- Knowledge of protocol and etiquette;
- Ability to interface with senior Government officials both locally and internationally.
Minimum Required Qualification and Experience
- Bachelors’ Degree in Management Studies, Public Sector Management/Public Administration, or related area.
- Training in Policy Development would be an asset.
- At least three (3) years’ related work experience.
Special Conditions Associated with The Job
- Required to travel to functions and events island-wide
- May be required to work for extended hours to finalize assignments.
Applications accompanied by résumés should be submitted no later than Tuesday, 13th June, 2023 to:
Senior Director
Human Resource Management and Development Division
Ministry of Agriculture and Fisheries
Hope Gardens
Kingston 6
Email: jobopportunities@moa.gov.jm
Please note that only shortlisted applicants will be contacted.
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