Administrative Assistant (Kingston, Jamaica) - Ministry of Industry, Investment and Commerce

 Ministry Of Industry, Investment and Commerce

Career Opportunity 

Applications are invited from suitably qualified persons to fill the following position in the Office of the Permanent Secretary:

Administrative Assistant - (GMG/SEG 1) - Vacant

Salary Range: $ 1,640,253 to $ 1,949,746 per annum and the allowances attached to the post.

Purpose

Under the direct supervision of the Permanent Secretary (GMG/EMG1), the Administrative Assistant (GMG/SEG 1) has responsibility for organizing and administering a range of activities related to the Permanent Secretary's role as the Accounting Office of the Ministry. The incumbent is responsible for providing administrative support to the Directorate, with a view to enhancing the efficiency and effectiveness of the Permanent Secretary's Office and the Ministry.

Key Responsibilities

Management/Administrative:

• Produces documents and reports and transcribes Minutes for circulation;
• Conducts research and collates documents for conferences and press briefings;
• Conducts extensive research to satisfy queries/questions on behalf of the Permanent Secretary;
• Responds to routine and other correspondence;
• Ensures the Permanent Secretary is kept abreast of relevant information on issues relating to the Ministry;
• Monitors matters that have been passed to Directors/Desks Officers for action;
• Represents the Permanent Secretary at meetings, seminars and conferences and records Minutes;
• Arranges meetings and logistics;
• Co-ordinates preparation for the Permanent Secretary’s overseas travel;
• Ensures compliance within budgetary constraints;
• Maintains Diary and schedules appointments;
• Assists the Secretary in answering telephone calls, finding out problems, and providing the necessary information and guidance sought;
• Assists in the management of correspondence;
• Keeps records of all deadlines to be met and important matters to be dealt with, and interface with officers and Departments concerned;
• Assists the Secretary with the management of files;
• Receives, and screens visitors prior to audience with the Permanent Secretary;
• Accesses and sends e-mail via the internet;
• Assembles and disseminates information to internal and external personnel as requested
• Human Resource Management:
• Monitors and evaluates the performance of direct reports, prepares Performance Appraisal and recommends and/or attaining established personal and/or organizational goals;
• Participates in the recruitment of staff for the Unit and recommends transfer, promotion, termination and leave in accordance with established Human Resource policies and procedures;
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
• Ensures the welfare and development needs of staff in the Unit are clearly identified and addressed;
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals.

Required Knowledge, Skills and Competencies

• Integrity
• Good judgement and organizational skills.
• Good oral and written communication skills.
• Proficiency in the use of Microsoft applications.
• Methodical
• Good time management skills
• Good interpersonal skills
• Presentation skills
• Goal/results oriented
• Knowledge of general office administration and procedures.
• Teamwork and Cooperation.
• Customer and quality focus.
• Knowledge of web-based research techniques.
• Problem solving and decision-making.
• Knowledge of the operations of government.
• Planning and organizational skills.
• Initiative
• Interpersonal skills.

Minimum Required Qualifications and Experience

• BSc Degree in Public Administration, Public Sector Management, Business Administration or related field.
• Two (2) to three (3) years' related working experience.

Please visit the Ministry's website at www.miic.gov.jm for more information on this job opportunity.

Applications accompanied by a resume should be submitted no later than Wednesday, April 27, 2022. to the:

 Director, Human Resource Management and Development Ministry of Industry, Investment and Commerce 

4 St. Lucia Avenue, 

Kingston 5

Email: hrm@miic.gov.jm

Please note that we thank all for responding, but only shortlisted applicants will be contacted.