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Documentation and Logistics Officer (GMG/AM 2)

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Organisation
Ministry of Finance & The Public Service
Reference
VAC-51145
Contract Type
Full-Time
Industries
Government & Public Sector
Location
Kingston
Salary & Benefits
$1,711,060 to $2,301,186 per annum
Date Posted
30/06/2024
Expiry Date
18/07/2024
The Documentation and Logistics Officer provides logistical, secretarial, and administrative support to the Principal Director €™s Office, ensuring efficiency, professionalism, and the achievement of PIMSEC €™s objectives.

 

JOB PURPOSE:

Under the direction of the Principal Director, the Documentation and Logistics Officer is responsible for providing day-to-day logistical, secretarial and administrative support services in ensuring the efficient and effective functioning of the Principal Director’s Office and the attainment of PIMSEC’s operational and strategic objectives, while ensuring sound judgment, tact, diplomacy, professionalism and timeliness in the performance of responsibilities.

 

KEY RESPONSIBILITIES:

Technical/Professional Responsibilities

  • Provides logistical and administrative support in the day-to-day operations of PIMSEC, including the planning, organizing, coordinating and scheduling of meetings, conferences, workshops, field visits and other events
  • Undertakes a broad range of secretarial duties in support of the efficient functioning of the Principal Director’s Office, including:
    • processing incoming and outgoing correspondence 
    • responding to enquiries and correspondence within scope of authority or as directed
    • editing, drafting and preparing correspondence, reports, memoranda, presentations, and other documents 
    • taking and transcribing minutes of meetings
  • Functions as a liaison for effective communication between the Principal Director's Office and key internal and external stakeholders in a manner that serves to maintain credibility and trust and foster teamwork
  • Maintains the Principal Director’s appointment schedule and provides updates accordingly
  • Receives and screens incoming calls and visitors and alerts the Principal Director and/or provide information, or refer to appropriate staff as necessary
  • Prioritizes and follows-up on issues and concerns addressed to the Principal Director and refers and/or responds as deemed appropriate
  • Conducts research and collect and collates information in preparing special and routine reports 
  • Establishes and maintains records management systems, and a library of resources, electronic and manual, that facilitates the efficient and effective functioning of the Principal Director’s Office
  • Processes routine requisitions to pay bills, expense advances, clear expenses and/or order supplies
  • Maintains awareness of the operating environment of the Ministry, including issues and concerns and briefs and updates the Principal Director accordingly
  • Maintains general knowledge of PIMS systems, policies, procedures and practices so as to be able to respond appropriately to enquiries, complaints or issues 

Other 

  • Performs other related duties and responsibilities as may be determined by the Principal Director

 

Performance Standards

  • Meetings are efficiently and effectively planned, coordinated and managed so as to achieve meeting objectives
  • Reports, correspondence and other documents are prepared, collated, reviewed and submitted in an efficient and timely manner.
  • Calendars and schedules are efficiently coordinated and maintained and the Principal Director updated and briefed in a timely manner
  • Research conducted is thorough, conclusions sound, reports properly structured and are submitted in a timely manner
  • Priorities are determined and tasks scheduled to meet deadlines
  • Record-keeping systems are established and maintained that ensures the efficient and effective functioning of the Principal Director’s office
  • Tact, sensitivity, diplomacy, discretion, professionalism and good judgment is exercised in the screening of calls and visitors, liaising with stakeholders and giving out of information 
  • Confidentiality of information and communication is maintained at all times
  • Knowledge and application of PIMS systems, processes, policies and procedures are adequate to meet the demands of the position.

 

REQUIRED COMPETENCIES:

Core

  • Excellent verbal and written communication skills
  • Excellent planning, organizing, and time management skills
  • Ability to maintain confidentiality and integrity in matters of a sensitive nature 
  • Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people
  • Ability to determine priorities and schedule and structure tasks in order to meet deadlines
  • Ability to work independently without close supervision
  • Attention to detail
  • Ability to work under pressure in meeting demanding schedules and timelines 

Technical 

  • Knowledge of GOJ Staff Orders, Ministry’s policies and procedures, and PIMS legislative, regulatory framework
  • Knowledge of the organization and maintenance of database and record management systems
  • Knowledge of office practices and procedures
  • Knowledge of research and statistical methods and techniques
  • Ability to create presentations, charts, graphs, databases, and spreadsheets.
  • Proficiency in the use of various computer applications (Microsoft Word, Excel, Access, PowerPoint).

 

QUALIFICATION/EXPERIENCE:

  • Associate Degree or equivalent in Business, Public Administration or a relevant social science discipline
  • Three (3) years’ experience in project/programme administration or as an administrator/secretary supporting a Senior Executive in a public sector environment.

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

  • Work is performed in normal office conditions
  • May however be required to work beyond and outside normal working hours in meeting deadlines or in providing support services at meetings and other events

 

 

 

 

We thank all applicants for the interest expressed; however, only shortlisted candidates will be contacted.

 

Region: 
Kingston
Occupational fields: 
Other
Other
Other
Required general skills: 
general knowledge
Required degree level: 
Other

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