Secretary (OPS/SS 1) - Kingston, Jamaica - ODPEM

 The Office of the Disaster Preparedness and Emergency Management is seeking to fill the post of: 

Secretary (OPS/SS 1)

Reports to the Director, Information & Training - Salary range: $639,887 - $760,625 per annum

Job Purpose

Under the general supervision of the Director, Information & Training, the incumbent shall be responsible for performing clerical, typing duties and managing the basic administrative functions of the division, namely record keeping, communicating with customers and archiving of divisional documentation.

Functional Competencies:

• Typewriting - Minimum 45 words per minute
• Shorthand - Minimum of 80 words per minute
• Taking and transcribing minutes
• Report writing
• Managing the Director's desk and the diary
• Schedule and keep log of activities of the Division/Unit
• Typing and proofreading correspondence, preparing minutes, reports, etc
• Maintaining a current and easily accessible filing system
• Disseminating information as required to media houses, etc via facsimiles
• Clipping newspaper and filing materials clipped
• Preparing materials for displays, exhibitions, conferences, etc under the supervision of particular Heads of Sections
• General secretarial support e.g. faxing, screening telephone calls
• Maintaining proper records of incoming and outgoing correspondence
• Providing administrative support services during meetings, conferences, seminars and workshops
• Competence in Microsoft Office Suite applications including Word processing and Excel
• Knowledge of front desk operations and telephone techniques would be an asset

Core Competencies:

• Excellent organising, planning and time management skills
• Excellent interpersonal/customer service skills
• High level of confidentiality and discretion
• Be able to work with very little supervision
• Excellent communication (oral and written) skills, intelligence and diplomacy
• Initiative and flexibility

Qualifications & Experience:

• Four (4) CXC or GCE O' level subjects or equivalent including Mathematics and English Language with at least grade 2 pass at the CXC level or grade C at the O' level
• Successful completion of a course of study at an accredited secretarial school or completion of the prescribed course of study at the Management Institute for National Development (MIND)
• At least two (2) years secretarial experience
• Training in communications such as telephone techniques would be an asset

Please apply in writing with a detailed resume no later than Monday, December 13, 2021 to:

The Director of Human Resource Management

Office of Disaster Preparedness & Emergency Management

2-4 Haining Road,

Kingston 5.

We thank all applicants, however only shortlisted candidates will be contacted.