Records Officer 2 (PIDG/RIM 3)

KEY OUTPUTS

• Payment Vouchers prepared 
• Petty Cash Imprest maintained 
• Motor vehicles service parts distributed 
• Motor Vehicle documents prepared and copied 
• Files maintained and updated 
• Reports prepared 
• Vehicles booked 

KEY RESPONSIBILITY AREAS

• Prepares payment vouchers for contracted work undertaken on motor vehicles
• Prepares motor vehicle documents and confirms that the vehicles are licensed and fit for the road
• Maintains the Petty Cash Imprest for the Unit 
• Receives and distributes motor vehicles service parts for maintenance of motor vehicle
• Receives and distributes log books 
• Updates and maintains motor vehicle files 
• Stores supporting motor vehicle documents 
• Assist with the dispatching and booking of fleet vehicles 
• Assists with the preparation of accident reports 
• Follows up with Accounts to verify payment for contracted work 

OTHER RESPONSIBILITIES 

• Performs any other related duties assigned from time to time. 

PERFORMANCE STANDARDS

• Payment vouchers accurately prepared and submitted to the Finance & Accounts Division within the agreed time frame 
• Petty Cash Imprest accurately maintained 
• Motor vehicles parts sourced and distributed within the agreed timeframe 
• Files updated and maintained in accordance with GOJ’s Records Management Policy
• Accurate and comprehensive reports prepared and submitted within the agreed timeframe
• Fleet vehicles are dispatched based on bookings within the agreed timeframe.

REQUIRED COMPETENCIES

Core: 

• Excellent Oral and Written Communication skills 
• Strong Customer and Quality Focus skills 
• Sound Planning and Organizing skills 
• Teamwork and Cooperation 
• Good Interpersonal skills 
• Problem Solving and Decision-Making skills 
• Methodical 

Technical: 

• Good knowledge of the operations of Government and Knowledge of the Ministry’s policies and procedures 
• Sound knowledge of Records Management 
• Knowledge of Basic Accounting 

MINIMUM REQUIRED EDUCATION AND EXPERIENCES

• Successfully completed four (4) subjects at CXC/GCE O ’level inclusive of English Language and Mathematics/Accounts 
• Training in Records and Information Management Systems, Procedures and Practices and Automated Technologies. 
• Five or more (5+) years’ experience in the particular field 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Possible exposure to dust. 

AUTHORITY

• The officer is expected to procure Motor Vehicle License and Certificate of Fitness at the Inland Revenue Office 
• The officer is expected to Transfer New Titles 

Please note that we thank all for responding, but only short-listed applicants will be contacted.