Job Information
Administrative Support Officer (Level 4)
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
Executive Agency
Category
Administrative
Posted
28-01-2023
Job Status
Start Publishing
28-01-2023
Stop Publishing
07-02-2023
Applications are invited to fill the following vacant posts in the National Fisheries Authority: Administrative Support Officer (Level 4) Corporate Services Division, salary range $1,151,157 $1,415,779 per annum and any allowance(s) attached to the post.
Job Purpose
Under the direction of the Senior Director, Corporate Services, the Administrative Support Officer is responsible for the provision of general administrative and secretarial support for the Corporate Services Division and for the planning and co-ordination of internal and other meetings, conferences, workshops and seminars, relating to the range of functions under the Senior Director’s purview.
There is the requirement to prepare relevant documents and correspondence and to ensure the efficient flow of information between the office and internal as well as external clients and stakeholders.
Key Responsibilities
- Provides administrative support to the Senior Director, Corporate Services and assists with attendant services and activities;
- Provides secretarial and administrative support to internal and external meetings which includes drafting agenda, recording and transcribing Minutes and circulating documents for meetings, seminars and conferences;
- Co-ordinates the compilation of Monthly and Quarterly Reports for staff in the Division for submission to the Director;
- Collates Performance Monitoring Reports for key programmes and projects;
- Issues reminders for various reports and ensures their submission within the required timeframe;
- Documents procedures and processes for Director to facilitate long term knowledge transfer;
- Produces surveys, questionnaires, Field Reports and circulates as required;
- Assists in the preparation of Divisional Reports, Corporate, Operational and Strategic Plans and Budgets;
- Attends, as required meetings, workshops, reviews, retreats and conferences on or off site;
- Participates in events planning, meetings, takes, prepares and distributes Minutes of meetings;
- Provides administrative support for the Committees and Division generally;
- Prepares/completes and compiles appropriate meeting documents and ensures follow through with post meeting actions and decisions;
- Researches information on travel routes and makes recommendations for travel arrangements for staff;
- Liaises with the Ministry of Foreign Affairs and Foreign Trade regarding passports, visas and travel arrangements;
- Makes reservations and secures airline tickets and hotel reservations;
- Arranges for the processing of foreign exchange;
- Liaises with service providers to request bills and maintains data base of payments;
- Provides a high level of Customer Service to internal and external stakeholders;
- Assists with the co-ordination of accurate documentation required;
- Participates in the process of authenticating documents, affixing seal and stamping documents;
- Arranges and monitors the logistics for internal and external meetings;
- Co-ordinates responses to external requests for information;
- Reviews operating practices and implements improvements;
- Locates and compiles information and manipulates data and/or formats reports, graphs, tables, records;
- Prepares statistical data for charts, graphs, etc for inclusion in reports;
- Monitors and reports on the progress of tasks delegated;
- Maintains an effective Filing System within the Division to ensure easy retrieval of documents and files and ensures the security of manual and computerized confidential files and records;
- Organizes meetings of the various Committees relating to programmes and activities;
- Schedules and records appointments and manages the Appointments Calendar for the Director providing reminders when the dates are approaching;
- Receives incoming correspondence and documents and routes them to relevant officers;
- Conducts research, prepares and/or edits reports or other documents as directed;
- Maintains a record of all incoming and outgoing files and correspondence;
- Receives, screens and if necessary, re-directs telephone callers and visitors to the appropriate staff and logs all calls and messages;
- Maintains leave and Attendance Records for staff;
- Requests and maintains stationery and other office supplies for the office;
- Makes photocopies and sans documents as required;
- Performs any other related duties that may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core:
- Good customer relations skills
- Good oral and written communications skills
- Good reporting skills
- Good research skills
- Good interpersonal skills
- Ability to effectively work in a team
- Ability to maintain integrity and confidentiality
- Ability to transcribe material in a clear, accurate and acceptable manner
- Ability to analyse and organize data, reports and other documents
- Initiative, tact and diplomacy
- Ability to manage internal and external relationships
Technical:
- Knowledge of the policies, programmes and regulations of the NFA
- Knowledge of Staff Orders and the Public Service Regulations
- Excellent knowledge of administrative and secretarial practices
- Knowledge of GOJ’s policies and procedures on overseas travel
- Understanding of GOJ’s procurement policies and procedures
- Understanding of budget preparation and management
- Knowledge of records/file management
- Proficiency in shorthand, speedwriting and typewriting
- Minutes and report writing skills
- Proficiency in the use of relevant computer applications
Minimum Required Qualification and Experience
- Associate Degree in Public Administration or Business Administration or Management Studies;
- Graduation from an accredited School of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at the speed of 100-120 words per minute;
- Training in the use of a variety of software applications;
- Three (3) years related experience in a comparable working environment.
- Diploma in Public Administration or Business Administration or Management Studies;
- Graduation from an accredited School of Secretariat Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at 100-120 words per minute;
- Training in the use of a variety of software applications;
- Five (5) years’ experience in a comparable working environment.
Special Conditions Associated with the Job
- May be required to work for extended hours to finalize assignments;
- May be required to travel locally for work programmes e.g. field visits.
Applications accompanied by résumés should be submitted no later than Monday, 6th February, 2023 to:
Senior Director
Corporate Services Division
National Fisheries Authority
2c Newport East
Kingston 11
Email: fisherieshr@moa.gov.jm
Please note that only shortlisted applicants will be contacted.
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