Aug 08, 2020 Last Updated 11:03 AM, Jul 30, 2020

Office Services Administrator

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Job Code: GMG/AM 4
Posted On:
Closing On:
Thursday, 23rd July 2020
Saturday, 8th August 2020
Department: Public Procurement Commission
Duration:

Job Description:

Job Purpose
Under the supervision of the Manager, Administration and Office Services, the Office Services Administrator has the responsibility of providing assistance to the Manager, Administration and Office Services in the daily operations of the Office.
 
Key Responsibilities
Assists the Manager, Administration and Office Services by performing the following functions:
  • Maintains the office inventory by updating the records regularly.
  • Assists with procurement of office supplies and equipment by:
    • Obtaining quotations from selected suppliers;
    • Making recommendations to the Manager, Administration and Office Services;
    • Completing the transaction with the supplier;
    • Taking minutes of Procurement Committee meeting and ensuring that documents are prepared in time for the meetings.
  • Assists in securing the office stock.
  • Acts as relieving telephone operator when necessary.
  • Ensures that adequate supplies are in stock always by regularly updating the stock book.
  • Ensures currency in record keeping of receipt and distribution of stock or supplies.
  • Serves as a primary point of direct administration contact and liaison with other Branches/Units/Sections, individuals and external institutions and agencies.
  • Assigned duties that may, from time to time, not specifically outlined within the job description but are within the capacity, qualifications and experience normally expected from a person occupying this position.
Required Knowledge, Skills and Competencies
The Incumbent is required to demonstrate the following competencies at the level established within the Competency Framework:
  • Knowledge of operations of Government/Knowledge of the Commission’s policies and procedures
  • Sound background in administrative or office management
  • Good customer relation skills
  • Good communication skills
  • Good interpersonal skills
  • Good problem solving and conflict management skills
  • Good planning and organizing
  • Good negotiating and persuading skills
  • Ability to work on own initiative and with minimal supervision
  • Proficiency with MS Office Suite (Excel, Word, PowerPoint)
  • Ability to maintain a high level of accuracy, confidentiality concerning financial and procurement matters
  • Ability to record and transcribe Minutes of meetings.
Minimum Required Qualifications and Experiences
  • Associate Degree in Administrative Management;
  • At least three (3) years on the job experience in the related field or performing related functions;
  • Training in Office management systems and procedures would be an asset.

OR

  • Diploma in Management Studies/Public Administration/Personnel Management /Business Administration;
  • At least five (5) years on the job experience in the related field or performing related functions;
  • Training in Office management systems and procedures would be an asset.
Special Condition Associated with the Job
  • May be required on occasions to work on weekends and holidays.
  • May be required to relieve the Telephone Operator from time to time.
Renumeration Package
  • Salary range $1,410,802 - $1,677,000 per annum and any allowance(s) attached to the post.
Applications accompanied by résumés should be submitted no later than Friday, 7th August 2020 to:

Executive Director
Public Procurement Commission
3rd Floor, PanJam Building,
60 Knutsford Boulevard,
Kingston 5
 
E-mail: ppc.jobs@ppc.gov.jm

Please note that we thank all persons for responding, but only shortlisted applicants will be contacted.
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Send your details to:

Director Human Resource Management & Development
Ministry of Finance and Planning
30 National Heroes Circle, Kingston 4
Jamaica

Or e-mail your resumé to hrapplications@mof.gov.jm

Hours of Operation
Monday through Thursday - 8:30 am to 5:00 pm
Friday - 8:30 am to 4:00 pm