Secretary (Kingston, Jamaica) - Jamaica Civil Aviation Authority

 The Jamaica Civil Aviation Authority, a Statutory Body and portfolio entity of the Ministry of Transport & Mining invites applications from suitably qualified persons for the following vacant position:

JOB SUMMARY

Provide general secretarial support services and administrative support to the Facilities Manager in particular, and to the Facilities Management Department, in general.

EDUCATION & EXPERIENCE

• Diploma in Secretarial Studies or Certified Professional Secretary (CPS) designation
• Two (2) years experience in a similar position
• KEY TECHNICAL COMPETENCIES :
• Sound knowledge of secretarial practices and procedures
• Sound knowledge of the relevant word processing applications
• Sound knowledge of general office procedures
• Sound understanding of the roles and functions of the JCAA

KEY NON-TECHNICAL COMPETENCIES :

• Excellent interpersonal skills
• Excellent human relations skills
• Good planning and coordination skills
• Ability to communicate effectively both orally and in writing
• Ability to use common modern office equipment such as computers, facsimile machines, etc.
• Ability to exercise initiative and sound judgement
• Ability to work under pressure and handle multiple tasks

DUTIES & RESPONSIBILITIES

• Types memoranda, letters and other documents as directed by the Facilities Manager.
• Maintains an efficient filing and records management system for the Department.
• Monitors incoming telephone calls and responds to routine queries on behalf of the Facilities Manager.
• Receives, sorts and distributes mail within the Department.
• Assists in maintaining a database for monitoring the validity and renewal process for Restricted Airport Passes and Police Records for the staff in the Department.
• Assists in monitoring attendance and leave records for staff in the Department.
• Assists in drafting and monitoring of Operational Plan and Budget annually for the Department.
• Assists in preparing routine and ad hoc Facilities/Maintenance Schedules to include pest control and waste management for all locations.
• Assists in preparing Monthly/Ad Hoc/Project and Annual Report.
• Liaises with Service Contractors to initiate routine/ad hoc Facilities Maintenance activities.
• Assists in preparing Procurement Submissions for the acquisition of goods and services.
• Liaises with Suppliers and Contractors to obtain quotations and process payment for goods and services.
• Assists with preparation of Department Staff Roster and scheduling of assignments for staff at all locations.
• Prepares Overtime Claims for Staff and submit for processing.
• Maintains an adequate supply of stationery and office supplies for the Department.
• Performs specified administrative duties of the Facilities Manager.

Applicants who satisfy the job requirements should submit electronic applications by December 16, 2022 using the online portal >> Here

Cover letters should be addressed to:

DIRECTOR GENERAL,

JAMAICA CIVIL AVIATION AUTHORITY,

4 WINCHESTER ROAD,

KINGSTON 10.

We thank all applicants for their interest. However, only shortlisted candidates will be contacted.