Administrative Assistant (Kingston, Jamaica) - Tourism Enhancement Fund

 

The Tourism Enhancement Fund is hiring an Administrative Assistant for the Tourism Linkages Network! The Administrative Assistant provides general administrative and secretarial support.

Are you detail-oriented, proactive, and skilled at providing top-tier administrative and secretarial support? This role is your chance to contribute to Jamaica’s tourism sector.

Key Responsibilities Include:

• Supporting the Director and department operations
• Managing schedules, reports, and correspondence
• Ensuring efficient coordination of activities

Apply today: bit.ly/TLN-admin24

TEF Summer Internship Programme June to August 2024. (Jamaica - Islandwide)

  

TEF Summer Internship Programme Employment Details 👇👇 

Applications now open! 

Are you a student ages 17 to 25? Ready for the summer of a lifetime? Dive into the Tourism Enhancement Fund's Summer Internship Programme and become a valued member of the tourism value chain. Join us for an experience you'll never forget!

The Summer Internship Programme has two (2) cycles. Each cycle lasts for four weeks. The cycle dates are as follows: 

1. Cycle 1: June 24 - July 19
2. Cycle 2: July 29 - August 23 

Deadline: May 17, 2024.

Apply now at www.tef.gov.jm/sip/ and secure your spot. But hurry, the application portal closes on May 17, 2024. Only successful candidates will be contacted.

Visit: https://tef.gov.jm/sip/ to register and for more information.

Administrative Assistant (Kingston, Jamaica) - Tourism Enhancement Fund

Applications are invited from suitably qualified persons to fill the position of Administrative Assistant, Executive Office.

Salary Range: $2,245,059.00 to $3,019,355.00

OBJECTIVES/SUMMARY OF POSITION

Under the direction of the Corporate Secretary, the Administrative Assistant shall be responsible for recording and preparation of assigned sub-committee minutes as well as provide administrative support to the office.

CORE FUNCTIONS

• Assist with the effective management of assigned sub-committee meetings including coordinating, preparing and circulation of Committee pre-read materials, meeting agenda and notifications for the Committees;
• Attends meetings of the assigned Sub-committees, accurately record minutes, produce, and maintain signed minutes, and ensures timely distribution to the members of the respective Committees;
• Relays promptly, Committee decisions which require action by management and monitor response and planned dates for further reports to the Committee;
• Maintains appropriate meeting attendance records;
• Prepares Sub-Committee reports in time for monthly Board Meetings;
• In collaboration with the Corporate Secretary provide logistical support for meetings and other events inclusive of travel arrangements, accommodation, venue, and room set-up, coordinating catering and refreshments, audio/visual, etc.;
• Assist with the development and maintenance of systems for the upkeep of confidential records;
• Assist with maintaining logs and secure authenticated copies of all contracts entered into by the TEF;
• Assist with the dissemination and coordination of the relevant updated legislation, policy documents and charters to the Board and sub-Committees;
• Assist in records management for the Corporate Secretary office which includes filing, audit, retrieval and archiving of records;
• Draft and proofread confidential documents, reports, letters, Board resolutions and memoranda with direction from the Corporate Secretary;
• Procure goods and services relating to Board activities in accordance with the Public Sector Procurement Guidelines;
• Carries out individual projects as assigned by the Sub-committees;
• Assist with the coordination of the payment of emoluments and applicable fees to Board of Directors and co-opted members;
• Perform other job-related duties as required from time to time.

Required Qualification and Experience

• Bachelor’s Degree in Business Administration, Management Studies or equivalent combination of educational qualification and experience;
• Minimum two (2) years experience in administrative/secretarial field;
• Training and experience in minutes writing and transcription would be an asset.

Special requirement/working conditions

• From time to time the incumbent will be required to work late and on weekends to attend meetings, completion of assignments and emergency deadlines.
• Incumbent will be required to travel out of town and overnight as the need arise.
• Utilization of limited resources for the achievement of maximum output.

Knowledge/Skill requirement:

• Sound knowledge of modern office practices, techniques, and methodologies
• Sound knowledge of meeting protocols
• High levels of integrity and confidentiality
• Excellent listening and recording skills.
• Excellent notetaking and report writing skills
• Excellent people management skills
• Good oral, written, presentation and communication skills
• Ability to work on own initiative and with minimal supervision.
• Ability to work with a team in a dynamic environment
• Excellent interpersonal skills
• Proficient in the use of MS Office Applications (Excel, Word, PowerPoint)

Applications accompanied by resume stating the position in the subject line should be submitted no later than May 12, 2024 to:

Manager, Human Resource & Administration,
Tourism Enhancement Fund,
64 Knutsford Boulevard,
Kingston 5.

Email: hr@tef.gov.jm

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

Summer Internship - Tourism Enhancement Fund (Jamaica - Islandwide)

 Make your summer count!

TEF Summer Internship Programme (SIP)

In recognizing the importance of work experience, the Tourism Enhancement Fund (TEF) created the Summer Internship Programme (SIP) in April 2007 to provide young people with opportunities to gain experiences in a variety of sectors. The TEF partners with organizations in all fourteen parishes, ensuring that the benefits of the programme spans the entire island. This 6-week programme provides our interns with a safe environment for professional and personal development.

Starting this year, the SIP will be run under the Jamaica Centre of Tourism Innovation (JCTI). All interns will have the opportunity to receive Certified Guest Service Professional designation from the American Hotel and Lodging Educational Institute (AHLEI).

In the 2019 programme, the TEF was proud to partner with the Child Development Agency (CDA) by placing 30 wards of the state with corporate Jamaica, giving them valuable work experience.

The SIP has expanded significantly over the years from 60 partners in 2014 to 90 partners in 2019. The number of interns participating in the SIP also increased from 439 interns in 2014 to 646 interns in 2019.

The SIP closes with an awards ceremony where the top performers, based on evaluation and certification grade, are given prizes. The interns are invited to celebrate their achievements… and the TEF staff.

SIP Partners include:

• Tourism Partners
• Government Agencies
• Financial Institutions
• Medical Institutions
• Schools and Churches
• Others (Pharmacies, Hardware stores, etc.)

How to become an intern

The application process for the TEF SIP is solely web-based. Candidates MUST meet the following criteria:

• Candidates must be enrolled in high school or tertiary institutions.
• Candidates must be between the ages of 17 and 25 and must have valid identification (i.e. National ID, Passport, Driver’s License or School ID).
• Each applicant must have a Taxpayer Registration Number (TRN) and those 18 years and older are required to have the National Insurance Scheme (NIS) card.
• Applicants must provide the name and contact information for two referees. One reference should be from the institution they currently attend. The other reference may come from a Medical Doctor, Attorney-at-law, Justice of the Peace or a Minister of Religion.

Our summer internship programme connects students with potential employers, provides them with valuable experience and pays! Visit the #JCTI website to learn more.

SUBMIT APPLICATION

#GetCertified #TEF #JCTI #BuildingHope #BuildingJamaica

Records Management Officer (Kingston, Jamaica) - Tourism Enhancement Fund

 

Under direction of the Administrative Officer, the Records Management Officer is responsible for the maintenance and coordination of an efficient Records and Information Management System for TEF.

Salary Range: $2,873,866.00 - $3,865,030.00

CORE FUNCTIONS

Technical/Professional

• Develops and maintains procedures for processing incoming and outgoing correspondences and documents;
• Maintains the physical organization and structure of the filing system and records room;
• Organizes, scans, indexes and classifies active and inactive records or electronic documents and data for operational and administrative files;
• Composes new files for new matters received by the TEF;
• Processes incoming requests, conducts research and provides information in an appropriate format;
• Secures and maintains confidential files and monitors adherence to security procedures;
• Maintains a log of activities concerning the movement of operational and administrative files and submits Monthly/Quarterly Reports;
• Coordinates the development of a records retention and disposition schedule in partnership with Divisional Heads/Directors;
• Liaises with the Divisional Heads/Directors to foster efficiency in storage, archiving and disposal;
• Coordinates records and files selected for archiving and disposal in keeping with the retention and disposal schedules and protocols;
• Conducts audits and inventories to prevent discrepancies in the TEF’s Records & Information Management systems;
• Collates information from records inventory conducted;
• Identifies files and records in keeping with the retention schedules; and coordinates the transfer to the Government Record Centre – Jamaica Archives & Records Dept;
• Collaborates with the Office Administrator in developing and maintain a disaster preparedness plan for the TEF’s records;
• Assists in the processing of Access to Information requests;
• Makes recommendations regarding the disposal of records;
• Provides guidance to internal users of records management systems;
• Develops and conducts Records and Information Management training and sensitization sessions as required.

PERFORMANCE STANDARDS

• Record Retention and Disposal Schedules developed and maintained in conformity with the GOJ RIM policies and agreed timeframes;
• Procedures for the processing of incoming and outgoing correspondence developed and maintained according to agreed standards and timeframes;
• Active and inactive records scanned, indexed and organized in keeping with the GOJ RIM policies and agreed timeframes;
• Records and Information Management Training and Sensitization sessions conducted accords with the GOJ RIM policies and delivered in agreed timeframes;
• Disaster Preparedness Plan developed in accordance with established practices and timeframes;
• Technical advice and recommendations provided are sound and supported by qualitative/quantitative data;
• Individual work plans conform to established procedures and implemented accorded to establish rules;
• Reports are evidence-based and submitted in a timely manner;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

SPECIAL REQUIREMENT/WORKING CONDITIONS

• Normal office environment, with degree of irregular hours for the completion of assignment.

AUTHORITY

• Recommends Records and Information Management strategies.

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Associate Degree in Library and Information Science or a related discipline;
• Two (2) years related experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Records and Information Management principles and practices;
• Knowledge of the GOJ RIM Policies and Access to Information Act;
• Knowledge of Information Technology Infrastructure;
• Demonstrates sound personal and professional integrity, reflecting high ethical and moral values;
• Advanced IT skills in relation to Word, PowerPoint, Excel and MS Project or other project tool.

Applications accompanied by resume stating the position in the subject line should be submitted no later than January 3, 2023 to:

Manager, Human Resource & Administration,

Tourism Enhancement Fund,
60 Knutsford Boulevard,
Kingston 5.

Email: hr@tef.gov.jm

Administrative Assistant (Kingston, Jamaica) - Tourism Enhancement Fund

 Application are invited from suitably qualified persons to fill the following position:

Administrative Assistant

Core Functions

To provide administrative support to the Unit Director including management of dairy and calendar. To assist with preparation of reports, briefs and work plans. To coordinate and provide logistical support for meetings and travel arrangements.

Required Qualifications and Experience:

• Bachelor's degree in Business Administration or equivalent qualifications
• At least two (2) years experience in a similar capacity
• Training and/or experience in event planning and management would be a distinct asset

Knowledge/Skills/Competence:

• Working knowledge of modern office practices, techniques and methodologies
• Excellent oral, presentation and writing skills
• Working knowledge of the machinery of government (policies and programmes)
• Excellent analytical and problem-solving skills
• Proficiency in Microsoft: Word, Excel and PowerPoint
• Excellent interpersonal skills

Applications accompanied by résumé stating the position the subject line should be submitted no later than November 4, 2021 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

60 Knutsford Boulevard,

Kingston 5.

Email: hr@tef.gov.jm

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