Administrative Assistant (Kingston, Jamaica) - Ministry of Health

Under the general supervision of the Programme Coordinator, the Administrative Assistant (GMG/AM 3) is required to assist the Programme Coordinator with administrative duties to ensure the achievement of the Programme’s activities.

Main Responsibilities

• Participate in the development of the Operational Plan and budget for the Ophthalmology Centre
• Provide administrative support to the Eye Care Centre and medical team
• Procure sundries and other items for the Eye Care Centre
• Certify and commit claims for payments
• Compile information for reports
• Provide confidential secretarial and administrative support to the Programme Coordinator
• Provide effective and efficient communication and liaison; extracting and organizing data/information in required format
• Update the personal records of the staff and prepare the performance evaluation reports for the staff
• Locate and compile data or information from files
• Prepare calendar and inform others of deadlines and other important dates
• Prepare agenda and minutes of meetings
• Type letters, memoranda and miscellaneous correspondence
• Responsible for office equipment and supplies and maintenance scheduling
• Maintain inventory of all assets, medical supplies and stationery for the programme
• Liaise with patients on queries relating to appointment dates etc.
• Schedule the transportation of the medical staff and patients as required

 Key outputs

• Monthly, quarterly, annual and ad hoc reports prepared on a timely basis
• Material and equipment inventory records maintained
• Re-order level developed for supplies
• Bills certified and commitment requisition prepared on a timely basis
• Screening Roster circulated on a timely basis
• Agenda, action sheet and minutes developed and circulated timely
• Letter, memorandum and correspondence typed and submitted on a timely basis
• Budget prepared in a timely manner
• Goods and Services procured on a timely basis

 Special Condition associated with the job

• Work beyond normal working hours as the need arise

Required competences

• High level of confidentiality
• Knowledge of GOJ procurement guidelines/Ministry’s policies and procedures
• Good organizational and management skills
• Excellent Oral and Written Communication Skills; Excellent Interpersonal Relations skills
• Competent in Microsoft Office Suite
• Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• continuous attention to detail is required in composing, typing and proofing materials, establishing priorities and meeting deadlines

Qualification/Skills/Experience

• Associate Degree in Business  Administration or equivalent
• 4 CXC subjects, including Mathematics and English
• Minimum of three(3) years experience in a similar position

Interested persons may apply in writing accompanied by resumes. Applications must be submitted no later than Wednesday, February 20, 2019 to:

Director
Human Resource Management and Development
Ministry of Health
10A Chelsea Avenue
Kingston 10
jobs@moh.gov.jm

Please note that responses will be sent to short- listed applicants only.




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