EXECUTIVE ASSISTANT (GMG/SEG 1) - Kingston, Jamaica - Ministry of National Security

Ministry of National Security 

VACANCY NOTICE 

Applications are invited from suitably qualified candidates to fill the post of  EXECUTIVE ASSISTANT (GMG/SEG 1) 

SALARY SCALE:  $1,444,292.00 – $1,716,809.00 PER ANNUM  

JOB PURPOSE

The incumbent is responsible for providing high-level technical and administrative support in the management and coordination of activities related to the Unit. The incumbent is also required to establish mechanisms to monitor the Centre’s achievement of targets and other special assignments.  The duties and responsibilities include but are not limited to the following:   

KEY RESPONSIBILITIES   

To  facilitate  the  smooth  operations  of  the  Director’s  Office  and  provide  technical  and administrative support in the achievement of the Branch’s objectives:   

• Undertakes independent research to support the preparation of documents;  
• Drafts responses to letters/documents/reports for review and sign-off of the Director; Coordinates meetings and other events on behalf of the Director;  
• Participates in meetings, takes notes, prepares and circulate Minutes and actionable items; Manages and organizes the Director’s diary and schedules;  
• Updates  the  Director  of  travel  itinerary,  meetings,  requests  for  appointments  and  other engagements;  
• Coordinates logistics for meetings including booking of meeting room, preparation of documents and arranging for refreshments;  
• Engages  in  pre  and  post  meeting/engagement  activities  and  ensures  the Director  is appropriately briefed for engagements;   
• Follows up on Director’s instructions/directives and/or requests emanating from meetings; 
• Monitors email and ensures that correspondence is forwarded to Director;  
• Manages  physical  resources,  such  as  printers,  computers,  phones  etc and  arranges  for  the prompt repair or replacement of faulty equipment;  

To  provide  exemplary  customer  service  to  stakeholders  in  keeping  with  the  Ministry’s Customer Service Charter:   

• Replies  to  routine  queries  in  respect  of  the  Director  and  refers  unrelated  queries  to the appropriate personnel;  
• Maintains a listing of contact details for stakeholders.  

To manage the processing and storage of documents on behalf of the Director’s Office: 

• Processes incoming and outgoing correspondence/files and refers to the Director for action;  
• Maintains a database for tracking the movement of documents;  
• Maintains an electronic and manual filing system; 
• Encloses correspondence and updates Minute Sheets on respective files; 
• To establish mechanisms to monitor the Branch’s progress in relation to projects, targets outlined in the Strategic Business and Operational Plans and other special assignments: Develops and maintains an internal database/framework for monitoring projects, targets and other special assignments;  
• Maintains a follow-up system and liaises with the relevant personnel to ensure timely submission of deliverables;  
• Drafts Quarterly/Annual Performance Reports;  
• Participates in the preparation of Operational Plan/Procurement Plan/ Budget of the Director’s office;  

SPECIFIC KNOWLEDGE AND SKILLS REQUIRED  

• Ability to take and reproduce Minutes;  
• Knowledge of preparing Cabinet Submissions/Notes;  
• Strong organizational and management skills;  
• Excellent customer service skills;  
• Excellent report writing skills;  
• Excellent knowledge of office administration;  
• Good knowledge of records management principles;   
• Knowledge of relevant Laws, Government Guidelines;  
• Knowledge research principles and techniques   

MINIMUM QUALIFICATION AND EXPERIENCE:  

• First Degree in Public Management, Business Administration or equivalent;  
• At least three (3) years’ experience in administrative field.  
• Diploma in Administrative Management from Management Institute for National Development would be a distinct asset   

SPECIAL CONDITION ASSOCIATED WITH THE JOB

• Typical working condition;  
• Critical deadlines for completion of tasks;  
• May be required to work beyond the normal working hours;  
• May be required to work on weekends and public holidays;   

Interested  persons  should  forward  their  applications  and  résumés NO LATER THAN  Friday, November 9, 2018 to the:-        

Director, Human Resource Management and Administration       

Ministry of National Security       

4th Floor North Tower      

2 Oxford Road       

Kingston 5      

Email: jobopp@mns.gov.jm       

We thank all for responding but only shortlisted applicants will be contacted.







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