Job vacancy Administrative  assistant  -  office  of  director  general

JOB BY
Skill Set 365
11 Lockhart Avenue, Patrick City, Kingston
  (876) 542-7033

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WORK AT
Ministry of Transport and Mining
Job Type
Employee
Job Status
Full Time
Announced
16 September, 2020
Job Title

Administrative  assistant  -  office  of  director  general

Job Location
Job Presentation

A d ministrative Assistant – Office of Director General (One (1) year Contract) $1,500,000 per annum and travelling of $362,472 per annum and any other allowance(s)

attached to the post.

Job Purpose

To perform and coordinate a wide variety of complex and confidential administrative and secretarial activities as required by the daily operations in the Director General’s Office.

K e y Responsibilities

 Coordinates office activities, develops and recommends office procedures and systems and ensures smooth office operation;

 Assembles and compiles material for contract and budget preparation;

 Maintains the office Budget through the preparation of invoices, monitoring of expenditures and preparation/maintenance of budget reporting/management documents;

 Researches and analyzes data and prepares draft reports on routine administrative matters;

 Researches, compiles and summarizes a variety of informational or statistical materials as required;

 Follows up assignments given to management staff by the Director General and provides status reports to the Director General;

 Coordinates the flow of paperwork, including periodic and special reports between the

Office of the Director General and the various Divisions;

 Types draft and finished documents and reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English

usage;

 Responds to requests, inquiries and complaints from stakeholders and the general public;

refers persons to the relevant authorities were deemed necessary and follows through on the resolution of issues;

 Arranges travel schedule, reservations and accommodations for the Director General;

 Manages the Director General’s appointment diary including liaising with internal and

external personnel as necessary;

 Organizes meetings by notifying participants, making room arrangements, and preparing agendas, presentation materials and required informational materials;

 Accompanies the Director General to meetings and tasks, transcribes and distributes

Minutes;

 Attends meetings on behalf of the Director General and reports on their outcome;

 Arranges conferences and other events as directed by the Director General;

 Receives and screens visitors to the Director General;

 Screens incoming calls and redirects them as appropriate; places calls for the Director

General;

 Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention from the Director General;

 Arranges for the distribution of outgoing mail;

 Organizes and maintains various administrative reference and follow-up files of a confidential nature; purges files as requested or as dictated by retention policies;

 Supervises and coordinates the work of subordinate staff and monitors their performance vis-à-vis established objectives and standards;

 Undertakes, in conjunction with the Human Resources Section, various human resource functions including but not limited to making recommendations for employment,

promotions and transfers for direct report(s), performance appraisals and vacation scheduling for the staff in the Executive Office;

 Plans and conducts regular and ad hoc meetings with subordinates to inform them of changes to current standards, policies and practices and to resolve any problems which

may arise;

 Performs other related functions assigned from time to time by the Director General.

R equired Knowledge, Skills and Competencies

T echnical

 Sound knowledge of office practices and procedures

 Good knowledge of the organization’s policies and operations

 Good knowledge of record keeping and records/file management techniques

 Knowledge of the operation of standard office equipment

 Working knowledge of relevant computer packages including Spreadsheet, Word

Processing, presentation, drawing and statistical software

 Knowledge of basic statistical analysis

C ore

 Excellent speedwriting and typing skills

 Excellent interpersonal skills

 Excellent oral and written communication skills

 Good time management and organizing skills

 Good analytical skills

 Ability to work with details

 Good judgment and initiative

Mi n i mum Required Qualification and Experience

 Bachelor’s Degree in Administrative or equivalent qualifications

 At least five (5) years’ experience in an administrative position including two (2) years’ at a

supervisory level

S pecial Conditions Associated with the Job

 Normal office environment

 Required to travel to meetings locally to take Minutes

 May be required to work beyond normal work hours from time to time to meet deadlines

Applications accompanied by Résumés should be submitted no later than Tuesday, 22 nd S eptember, 2020 to:

D i rector, Corporate Services

Mi n i stry of Transport and Mining

138h Maxfield Avenue

K i ngston 10

E mail: h r@mtw.gov.jm

P l ease note that only shortlisted applicants will be contacted .

Valid Till
22 Sep, 2020


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