Job vacancy Administrative Secretary - Human Resource Management and Administration Division

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 Secretary - Human Resource Management and Administration Division

Job Location
Job Presentation

A d ministrative Secretary – Human Resource Management and Administration Division (One (1) year Contract) $1,500,000 per annum and travelling of $362,472 per annum 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 Office of the Head of Human Resource Management and Administration.

K e y Responsibilities

 Co-ordinates 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 Head of Human Resource

Management and Administration and provides status reports to the Head of Human

Resource Management and Administration;

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

Office of the Head of Human Resource Management and Administration and the various

Branches and Units;

 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 Head of Human

Resource Management and Administration;

 Manages the Head of Human Resource Management and Administration’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 Head of Human Resource Management and Administration to meetings and tasks, transcribes and distributes Minutes;

 Attends meetings on behalf of the Head of Human Resource Management and

Administration and reports on their outcome;

 Receives and screens visitors to the Head of Human Resource Management and

Administration;

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

Human Resource Management and Administration;

 Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention from the Head of Human Resource Management and

Administration;

 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;

 Performs other related functions assigned from time to time by the Head of Human

Resource Management and Administration.

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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