Sunday, September 23, 2018

Administrator (GMG/AM 3) - Kingston, Jamaica - Ministry of Health, Jamaica

Background:

The Administrator is responsible for the efficient management of the administrative processes of the Executive Secretariat.

Key Outputs:
  • Annual budget prepared and managed
  • Stationery, office supplies and equipment secured and controlled
  • Monthly expenditure prepared and monitored
  • Reports prepared
  • Minutes prepared 
Key Responsibility Areas:
  • Prepares annual budget for the Executive Secretariat that comprises:
    • The office of the Honourable Minister of Health
    • The office of the Permanent Secretary
    • Public Relations Unit
    • Health Plicy Coordinators
    • Policy Advisors
  • Prepares the quarterly cash flow requirement and the expenditure statement for the quarterly performance review
  • Monitors the Executive Secretariat's expenditure by:
    • Ensuring that bills incurred by the Secretariat are committed in accordance with budget allocations
    • Maintaining a record of commitments through expenditure and allocations
    • Preparing monthly expenditure and variance report
  • Completes monthly and quarterly reports on the activities of the Secretariat for submission to the Permanent Secretary.
  • Administers the procedures of the procurement of office supplies, other goods and services, and equipment for the Secretariat by:
    • Processing proforma invoices and referringto the Procurement Unit, in order to facilitate the preparation of invoices
    • Preparing commitment requisitions in order to facilitate payment of invoices
  • Implements an Inventory Management system to ensure the safety and security of the supplies and equipment within the Executive Secretariat
  • Maintains record of leave applications
  • Creates and maintains an updated filing system
  • Attends and produces minutes of meetings
  • Provides support to the Administrative Assistant to the Permanent Secretary in carrying out the following functions:
    • Coordinating and facilitating the flow and distribution of information between the Permanent Secretary's Office and other Divisions within the Ministry of Health, Regional Health Authorities and external agencies
    • Liaising with Directors and Programme Managers in order to follow-up on matters, as well as to get information for various purposes
    • Performs any other related duties as assigned by the Permanent Secretary and Administrative Assistant to the Permanent Secretary.
Required Competencies:
Technical / Functional Competencies:
  • Knowledge of the Ministry of Health's policies and procedures
  • Knowledge of accounting
  • Working knowledge of the budgetary process
  • Knowledge of modern office equipment, practices and procedures
  • Proficiency in the use of relevant computer applications
Minimum Required 
Qualifications and Experience:
  • Diploma in Public Administration or equivalent
  • Training in basic government accounting
  • A minimum of three (3) years working experience in an administrative capacity
OR
  • Any equivalent combination of education and experience
Interested persons may apply in writing, accompanied by resumes. 
Applications must be submitted no later than Monday, September 24, 2018 to:

Director
Human Resource Management and Development
Ministry of Health,
10A Chelsea Avenue,
Kingston 10.

Please note that responses will be sent to short-listed applicants only.







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