Reference
VAC-45959
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
$1,550,136 to $2,084,761 per annum
Date Posted
11/08/2023
Expiry Date
30/08/2023
Under the direct supervision of the Manager, Transportation & Fleet Management (GMG/SEG 1), the Administrative Assistant (GMG/AM 2) is responsible for providing administrative support for the efficient day-to day operations of the Section.
Key Responsibilities
Management/Administrative
- Follow-up action sheet for Manager produced and reminders provided;
- Minutes of meetings prepared and circulated with notices of meetings and Agenda;
- Prepares and submits documents/correspondence on behalf of the Manager;
- Composes/types and distributes routine correspondence;
- Receives, opens, sorts and distributes incoming and outgoing correspondence;
- Maintains a register of Attendance for staff and meetings;
- Updates and maintains databases;
- Responses to queries and other requests from internal and external customers initiated and monitored;
- Manages administrative tasks;
- Schedules, arranges and attends meetings and takes and transcribes minutes;
- Arranges conferences, seminars, workshops and other events;
- Schedules and maintains diary of appointments for Manager;
- Ensures the timely preparation and circulation of notices, minutes and other requisite documentation required for meetings as advised by the Manager;
- Prepares, in consultation with Manager, Action list arising from meetings; establish tracking system for monitoring follow-up action;
- Follows up with procurement with respect to the progress of requisitions;
- Prepares vacation leave roster and maintains record of all leave taken by staff;
- Receives the travel plans weekly and maintains an itinerary of all drivers in the Section;
- Screens and redirects incoming telephone calls to the Manager and/or records messages as necessary;
- Screens and directs visitors to the relevant officer/section;
- Satisfies customers’/clients’ requests and responds the queries;
- Oversees the logistical arrangements for the successful staging of conferences, seminars and workshops organized by the Section;
- Maintains a catalogue of all official technical reports and other documents produced by the Unit and initiates action on requests for information by referral to the Manager and redirecting as advised.
- Maintains a database of external entities related to the work of the Section;
- Maintains and upgrades filing system for all records of the Section;
- Maintains records of all incoming calls and outgoing long distance calls and screens telephone bills, submitting to respective officers for payment for personals calls prior to payment approval by Manager;
- Manages and maintains an inventory of stationery and office supplies for the Section;
- Maintains inventory of office furniture and equipment and initiates action for repairs when necessary;
- Assists the Manager in the preparation of the Annual Budget, Operational, Unit and Work Plans for the Section;
- Undertakes background research on various related matters and drafts reports/correspondence for perusal by the Manager;
- Reads and analyses incoming memoranda, submissions and reports and determines their significance and plan their distribution;
- Responds to routine requests/queries from internal and external clients;
- Liaises with internal and external stakeholders on various matters on behalf of the Manager;
- Checks claim forms for members of the Section in respect of overtime for accuracy and completeness;
- Contributes to and maintains a system that fosters a culture of teamwork, cohesiveness and commitment to the Section’s and Ministry’s goals;
- Keeps the Manager informed on all matters pertaining to the Section/Branch;
- Maintains customer service principles, standards and measurements;
- Maintains a conduct of professionalism, integrity and confidentiality;
- Performs any other duties assigned from time to time by the Manager.
Required Knowledge, Skills, and Competencies
Core:
- Excellent oral and written communication skills
- Excellent analytical skills
- Good interpersonal skills
- Good customer and quality focus skills
- Good problem-solving and decision-making skills
- Good leadership skills
- Good teamwork and co-operation skills
- Good planning and organizing skills
- Good networking skills and the ability to manage the client interface.
- Ability to apply initiative
- Of good integrity
- Compliance
Technical:
- Proficiency in the use of word processing, data base management, spreadsheet and graphics software applications
- Good report writing skills
- Good research skills
- Knowledge of records management
- Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures
Minimum Required Qualification and Experience
- Diploma in Public Administration or Business Administration or Management Studies
- Three (3) years’ experience at the Senior Secretarial level.
OR
- Five (5) CXC/GCE O’level subjects including Mathematics/Accounts, Principles of Business and English Language.
- Five (5) years’ experience at progressively senior secretarial or administrative positions.
AND
- Certificate in Administrative Management - Level 2 from the Management Institute for National Development (MIND).
PLUS
- Certification of proficiency in the relevant computer software applications.
Please note that only shortlisted applicants will be contacted.
Region:
Kingston
Occupational fields:
Other
Other
Other
Required degree level:
Other
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