Administrative Assistant (Bureau of Standards Jamaica) - Kingston, JM

Job Summary

The Administrative Assistant - Executive Director's Office, facilitates the smooth operation of activities undertaken by the Directorate by providing administrative, secretarial and operational support to the Office of the Executive Director. The incumbent will assist in guiding and directing of work process schedules.


Core Functions:

• Maintains the diary of the Executive Director in the absence of the Executive Assistant
• Catalogues all incoming and outgoing  correspondences
• Types and dispatches correspondence and any other required documentation
• Develop and maintain a record management  system for all correspondence that ensures easy storage and retrieval
• Schedules appointments for Executive Director as guided by the Executive Assistant
• Performs secretarial and administrative support for meetings such as recording and transcribing minutes and action lists and preparing meeting packages
• Answers telephones and take messages where required
• Provides material needed for meeting support [internally/externally]
• Greets visitors to the Executive Director
• Liaise with the Finance Division regarding payments to suppliers
• Procures and monitor stationery, First Aid, safety gears and other office supplies
• Maintains record of usage for office supplies
• Processes and dispatches invoices to ensure payment
• Maintains an atmosphere of cleanliness, orderliness and courtesy in the office
• Assists the Executive Assistant  with the preparation for organizational events
• Monitors Attendance Register and Vacation Leave Roster and prepare for submission to the Human Resource Management and Development Branch
• Performs any other duties as assigned

Knowledge, Skills and Abilities required:

• Knowledge of modern office equipment, troubleshooting, practices, and procedures
• Knowledge of minute writing techniques
• Knowledge of records management systems
• Good verbal and written communication skills
• Proficient telephone skills
• Good planning and organizational skills
• Good Interpersonal/human relations skills
• Good customer service skills
• Ability to write and proof-read a variety of office communication
• Ability to meet tight deadlines
• Ability to work on one’s own initiative and take charge of task to achieve established goals and objectives

Minimum Qualification and Experience:

• Diploma/Certificate in Administrative/Secretarial Studies or CPS Designation.
• Computer Literacy in Microsoft Office Suite
• Two (2) years’ experience as an Administrative Assistant or Senior Secretary.

Applications must be submitted no later than 18 September 2019 at 4:00 p.m. by email to:

Manager, Human Resource Management and Development
Bureau of Standards Jamaica
6 Winchester Road
Kingston 10
Email: HRMD@bsj.org.jm

Please note that while we appreciate all applications, only shortlisted applicants will be contacted


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