Senior Secretary (Kingston, Jamaica) - Ministry of Justice

 

The Ministry of Justice (MOJ) is seeking to recruit a suitably qualified person to fill the position of Senior Secretary (OPS/SS 3)– in the Project Management, Evaluation & Technical Services Division (Vacant), salary range $ 1,007,823.00 to $ 1,197,984.00 per annum and any allowance(s) attached to the post.

JOB PURPOSE (reason for job existing)

Under the supervision of the Director, the incumbent provides secretarial and administrative

support services to ensure the efficient and effective operations of the Project Management &

Evaluation Branch.

KEY RESPONSIBILITIES

• Prepare letters, memoranda, reports and documents for supervisor's signature;

• Prepare responses to correspondence containing routine enquiries;

• Open, sort and distribute incoming correspondence, including facsimiles and emails;

• File and retrieve documents, records and reports;

• Prepare requisitions for office supplies and maintain record of the distribution of stationery

and supplies to members of staff within the Unit;

• In consultation with Supervisor, maintain and update appointment diary;

• Provide administrative/secretarial support for the unit by answering telephones, assisting

visiting personnel, and resolving and/or referring a range of administrative problems and

enquiries;

• Schedule and coordinate meetings, events, interviews, appointments, and/or other similar

activities for supervisor, which may include arrangements for coordinating travel and

accommodation;

• Establishes and maintains an electronic tracking system for correspondence, files and

progress reports.

• Conduct research to ensure correct and appropriate quotations are included in contract

documents prepared for signature;

• Prepare government contracts to awarded contractor for signing;

• Prepare monthly and quarterly reports;

• Investigate complaints by relevant officers and resolve problems as directed by the Director, Project Management and Evaluation.

REQUIRED COMPETENCIES

• Excellent oral and written communication skills

• Good interpersonal skills

• Excellent customer relations and quality focus skills

• Good planning and organizing skills

• Team work and cooperation

• Proficient in relevant software application

• Excellent time management skills

• Use of Technology

• Problem Solving

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

Qualifications and Experience

• CXC/GCE O’ level English Language; successful completion of the Certificate in

Administrative Management (CAM) level 2 at the Management Institute for National

Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute

and shorthand at a speed of 100-120 words per minute, plus 4-5 years general office

experience.

OR

• Graduation from an accredited school of Secretarial Studies with proficiency in typewriting

at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per

minute; training in the use of a variety of software applications e.g. word processing,

database and spreadsheets; English Language at CXC/GCE O’ level; completion of the

appropriate Office Professional Training Course at the Management Institute for National

Development (MIND) plus 4-5 years general office experience.

Kindly submit a cover letter and resume along with the names, telephone numbers and email

addresses of two (2) references, one must be a former/current supervisor

no later than Wednesday, July 20, 2022 to:

Director, Human Resource Management and Development,

Ministry of Justice,

61 Constant Spring Road,

Kingston 10.

Email: careers@moj.gov.jm

The Ministry of Justice thanks all applicants for their interest, but only shortlisted applicants will be contacted.