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

Administrative Assistant

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Job Code: GMG/AM 2
Posted On:
Closing On:
Thursday, 23rd July 2020
Saturday, 8th August 2020
Department: Public Procurement Commission
Duration:

Job Description:

Job Purpose
The Administrative Assistant to the Senior Director, Sector Committees Oversight 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

A. Management/Administrative Responsibilities
  • Collates information from various Branches of the Commission and external agencies.
  • Acts as a focal point for the dissemination of information external to the Branch.
  • Assists the Senior Director and other members of the Branch in solving problems, including bringing about resolution of technical issues and providing the necessary information and guidance sought.
  • Provides support to the Branch for meetings, logistics and events planning.
  • Provides official administrative functions for the Senior Director. 
  • Attends where necessary, meetings, workshops, retreats and conferences on site and off site.
  • Assist in the preparation of Branch reports, Operational Plan and Budget.
  • Prepares monthly Branch reports and work plans.
  • Assists in the drafting of Cabinet Submissions.
  • Undertake other duties assigned.
B. Technical/Professional Responsibilities
  • Takes dictations, transcribes and prepares documents for signature.
  • Organizes, monitors and updates planned programmes, activities and appointments.
  • Assists with the preparation of a range of official and routine documents, including ministry papers, submissions, notes, reports and correspondence.
  • Conducts research, and can compile, organise and provide information/files as required.
  • Co-ordinates meetings convened by the Senior Director and plans attendance for others.
  • Prepares/compiles appropriate meeting documents and ensures follow through with post meeting actions and decisions.
  • Prepares draft letters, memoranda, reports from notes and other Branch documentation.
  • Composes routine correspondence.
  • Receives, opens, sorts and distributes incoming correspondence.
  • Researches and compiles information as required by the Senior Director for various meetings and activities.
  • Screens and refers calls to relevant officers.
  • Maintains diary and schedules appointments.
  • Files correspondence and other materials, including the maintenance of a record of the movement of files.
  • Accesses and sends e-mail via the internet.
  • Faxes/photocopies documents.
  • Establishes and continually maintains an up-to-date filing system.
  • Records minutes and reproduces same for circulation.
  • Follows up on requests made by Senior Director.
  • Maintains stationery inventory and ensures that stationery is available to members of the Branch.
  • Monitors the attendance register in the Branch and prepares monthly attendance reports for submission to the Human Resource Management & Administration Branch.
C. Other Responsibilities
  • Performs any other related duties, which may be assigned.
Required Knowledge, Skills and Competencies
The Incumbent is required to demonstrate the following competencies at the level established within the Competency Framework:
  • 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
  • Proficiency with MS Office Suite (Excel, Word, PowerPoint)
  • Excellent presentation and reporting 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, integrity and team work
  • Ability to transcribe material in a clear, accurate and acceptable manner
Minimum Required Qualifications and Experiences
  • CXC/GCE O’ Levels English Language
  • Successful completion of the prescribed course of study at the Management Institute for National Development (MIND)
  • Five (5) years office administration experience
OR
  • Graduate from an accredited school of Secretarial Studies
  • Training in use of a variety of software applications
  • English Language at CXC/GCE O’ Level
  • Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) or equivalent
  • Five (5) years office administration experience
OR
  • Successful completion of the Certified Administrative Assistance Course
  • 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 office administration experience 
 
Renumeration Package
  • Salary range $986,421 - $1,172,544 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