Background:
The Administrator is responsible for the efficient management of the administrative processes of the Executive Secretariat.
Key Outputs:
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
- 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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