Administrative Assistant - Human Resources & Administration (Kingston, JM) - Factories Corporation of Jamaica

Under the supervision of the Employee Relations Manager, the Administrative Assistant - Human Resources and Administration Department will provide strong administrative support in managing the Human Resource Portfolio of the Corporation by ensuring that best practices are implemented and updated so as to achieve organizational efficiency and effectiveness in accordance with the vision and mission of the organization.

Education:

• A first degree in Business Administration/Human Resource Management from a recognized tertiary institution

Plus

• Certified Administrative Professional (CAP)
• Certificate in Supervisory Management

Experience:

• A minimum of three (3) years administrative experience in an administrative capacity
• Experience in a Human Resources Department is a plus

Special Skills and Aptitude

• Possesses excellent interpersonal skills
• Good report writing techniques
• Knowledge of Cabinet Submissions preparation
• Proficiency in computer skills
• Ability to work well with a range of persons and maintain confidentiality
• Good problem solving and decision making skills
• Good knowledge of formal meeting protocol and minutes taking
• Able to work well under pressure in a fast paced environment and exercise sound judgement and discretion
• Able to work independently and as a team player
• Display tact, flexibility and politeness

Duties and Responsibilities:

• Administration of the day-to-day office services
• Prepare reports, minutes of meetings and general correspondence accurately, efficiently and in accordance with pr-set deadlines and standards
• Distribution of mail to the relevant persons in the HR dept
• Coordinates the performance appraisal exercise for the organization by ensuring that the follow-up process is completed and all relevant information is submitted to the Finance Department
• Drafting replies to memoranda and letters as requested by the Manager/Supervisor
• Log correspondence received, internally and externally
• Prepare and process documents requiring knowledge of specific technical formats, terminology, and procedures
• Manipulate computerized data to generate tables and graphical presentations, linking worksheets, workbooks, and word processing files
• Prepare documents for interviewing of candidates
• Arrange interviewing panel for interviewing in respect to the recruiting of staff at the management and supervisory level
• Assist in the computation of all leave requirements and dispatch accordingly after review by the HR Officer
• Dispatch reports and correspondence to required destinations on a timely basis
• Maintain the system or record keeping within the department and maintain up to date, comprehensive records for both administrative matters as well as operational matters
• Manage the records in a manner that facilitates speedy access and retrieval of files and documents; emphasize greater use o electronic storage medium and less paper
• Maintain a "Bring up" register and follow-up outstanding matters in the Department
• Communicate effectively by telephone, in writing, by email or facsimile
• Make arrangements for meetings, seminar, travel, interviews and appointments
• Organise monthly reports and follow-up on related action sheet items
• Prepare draft submissions as required
• Compile reports for distribution to external stakeholders
• Provide feedback from research contacted, by request
• Relieve telephone Operator/Receptionist as required
• Perform any other administrative duties required by management

Application letters along with resumes should be sent no later than November 20, 2019 to: hr@factoriesjamaica.com

Please include the job title in the subject line of the email.

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