Administrative Assistant - Level 3 (Kingston, Jamaica) - Passport Immigration and Citizenship Agency (PICA)

CATEGORIES: Administrative Assistant (Level 3)
SALARY [Salary Scale: $1,038,224 – $1,230,265 p.a., plus relevant allowances, if applicable]

LOCATION: 2 POSITIONS: 1 WESTERN, 1 EASTERN

JOB PURPOSE

To provide administrative and secretarial support to the Head of Units in order to facilitate the achievement of the Agency’s corporate goals and objectives.

KEY OUTPUTS

• Documents prepared and circulated
• Appointments and meetings scheduled
• Incoming calls routed
• Letters and files logged and dispatched
• Minutes transcribed
• Filing system established
• Queries addressed

JOB RESPONSIBILITIES

• Drafts standard letters, memos and other routine correspondence
• Sets up appointments and meetings, reminds Director of same and prepares the relevant documentation for such meetings
• Takes and transcribes minutes of meetings and distributes to relevant persons
• Records and dispatches incoming and outgoing correspondence on the relevant document tracking system
• Develops and maintains a filing system that facilitates easy access, retrieval and security of files
• Answers incoming calls and queries of both internal and external customers and routes them to the relevant officers where appropriate
• Photocopies, sorts and faxes documents to related departments and agencies as required
• Performs other related functions assigned from time to time

KEY COMPETENCIES
The post holder needs to demonstrate the following competencies:

• Sound oral and written communication skills
• Sound organisation skills
• Sound interpersonal skills
• Sound knowledge of office protocol
• Sound knowledge of relevant computer applications and systems

EDUCATION AND EXPERIENCE

• Certified Professional Secretary Designation or equivalent.
• Proficiency in typewriting at a speed of 50 – 55 words per minute and shorthand/speedwriting at a speed of 100-120 words per minute
• Two (2) years secretarial experience reporting directly to a senior manager

………………………………………………….

• If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to visit our website at http://picaweb.picajobsite for details

Submission of applications accompanied by detailed resume including the names of two (2) references should be submitted via the web to:

Director, Human Resources
Passport Immigration and Citizenship Agency,
8 Waterloo Road,
Kingston 10.

Deadline: December 6, 2019.

No hand delivered application will be accepted.

We appreciate your interest in these positions; however only shortlisted applicants will be contacted.

APPLY ONLINE



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