Administrative Assistant (GMG/AM 2) (Kingston, Jamaica) - Ministry of Finance & the Public Service

Job Purpose
The Administrative Assistant to the Senior Director, Suppliers Registration and Licensing Branch, provides clerical and administrative support to the Senior Director and liaisons with other Branches Units, Sections and external Agencies for the Senior Director, as well as maintains a
proper filing system to facilitate easy access and security of files, thus ensuring the smooth operation of the Branch.
Key Responsibilities
Management/Administrative:

•  Collates from various Branches of the Commission and external Agencies information which the Branch may need;

•  Acts as a focal point for the dissemination
•  of information within and external to the Branch;
•  Assists the Senior Director and other members of the Branch in solving problems and bring about resolution of technical issues and providing the necessary information and guidance sought;

• Provides support to the Branch for meetings and events planning;
• Provides official administrative functions for the Senior Director; 
• Attends meetings, workshops, retreats and conferences on and off site where necessary;
• Assists in the preparation of Branch Reports, Operational Plan and Budget;
•  Prepares Monthly Branch Reports and Work Plans;
• Assists in the drafting of Cabinet Submissions;
•  Undertakes other duties assigned. 

Technical/Professional:

• Takes dictations, transcribes and prepares the document for signature;
• Organizes, monitors and updates planned programme, activities and appointments;
•  Assists with preparing a range of official and routine documents including Ministry Papers, submissions, notes, reports and correspondence;

• Conducts research and compiles and provides information/files as required;
• Co-ordinates meetings convened by the Senior Director and plans attendance of others;
•  Prepares/compiles appropriate meeting documents and ensures follow through with post meeting actions and decisions;
• Prepares draft letters, memoranda and reports from notes;
• Composes routine correspondence;
• Receives, opens, sorts and distributes incoming correspondence;
• Researches and compiles information as required by the Senior Director for various meeting
•  Screens and refers calls to the relevant officers;
• Maintains diary and schedules appointments;
•  Files correspondence and other materials and maintains a record of the movement of files;
• Accesses and sends e-mail via internet;
•  Ensures that documents are faxed/photocopied;
•  Establishes and maintains an up-to-date filing system;
• Records Minutes and reproduce same for circulation;
• Follows-up on requests made by the Senior Director;
•  Maintains stationery inventory and ensures that stationery is available to members of the Branch;
•  Monitors the Attendance Register in the Suppliers Registration and Licensing Branch and prepares Monthly Attendance Reports for submission to the Human Resource Management and Administration Branch by the 7th of each month

Human Resource:

• Monitors Attendance and Leave Registers for Officers in the Branch;
• Attends Branch/Commission Staff Meetings, as required;
•  Represents the Branch at the Commission’s Staff Welfare Meetings and provides feedback to the Branch;
•  Attends Social Welfare Committee Meetings;
• Performs any other related duties, which may be assigned from time to time.

Required Knowledge, Skills and Competencies

• Sound background in administrative or office management 
•  Knowledge of secretarial practices and procedures 
•  Good multitasking skills 
• Good customer service skills 
• Excellent oral and written communication skills 
• Good research and Information Technology skills 
• Good leadership and management skills 
• Ability to effectively manage/work in a team 
•  Knowledge of polices, programmes and procedures of the Government and of general 

Ministry/Departmental operations

• High quality of output and integrity 
• Ability to transcribe material in a clear, accurate and acceptable manner

Minimum Required Qualification and Experience

•  CXC/GCE O’ Level English Language;
• Successful completion of the prescribed course of study at the Management Institute for National Development (MIND);
• Proficiency in typewriting at a speed of 50 - 55 w.p.m.;

• Shorthand at a speed of 100 - 120 w.p.m.;
• Five (5) years general office experience.

OR

•  Graduated from an accredited school of Secretarial Studies;
•  Proficiency in typewriting at a speed of 50 - 55 w.p.m.;
• Shorthand at a speed of 100 -120 w.p.m.;
• Training in use of a variety of software applications;
•  Englis Language at CXC/GCE O’ Level;
•  Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND); 
• Five (5) years general office experience.

OR

•  Successful completion of the Certified Professional Secretary Course;
•  Proficiency in typewriting at a speed of 50 - 55 w.p.m.;
•  Shorthand at a speed of 100 - 120 w.p.m.;
• English Language at CXC/GCE O’ Level;
• Training in use of a variety of software applications;
•  Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND);

• Five (5) years general office experience.

Special Conditions Associated with the Job

•  May be required to work on weekends and holidays, occasionally;
•  Will be required to travel, if necessary. 

Applications accompanied by resumes should be submitted no later than Friday, March 20, 2020 to:

Executive Director,

Public Procurement Commission

1st Floor, 16 Oxford Road, Kingston 5, via email: to jobs@ppc.gov.jm

Only shortlisted candidates will be contacted.