Administrative Assistant (Kingston, Jamaica) - Ministry of National Security

 The Ministry of National Security invites applications from suitably qualified candidates to fill the post of: - 

ADMINISTRATIVE ASSISTANT (GMG/AM 3) – VACANT

SECURITY TECHNICAL SERVICES AND PROJECT MANAGEMENT BRANCH
SALARY SCALE: $1,753,837.00 – $2,358,715.00

JOB PURPOSE:
The incumbent is responsible for supporting the operations of the Branch by providing efficient and effective
secretarial/administrative support services to the Director, Security Technical Services and Project
Management.

The duties and responsibilities include but are not limited to the following:

KEY RESPONSIBILITIES

• Drafts responses to letters/documents/reports for review and sign-off by the Director;
• Undertakes independent research to support the preparation of documents/correspondence as
• directed;
• Coordinates logistics for meetings including booking of meeting room, preparation of documents
• and arranging for refreshments;
• Participates in meetings, takes notes, prepares and circulates minutes and action items;
• Records incoming and outgoing correspondence/files and refers to the attention those with dates
• for deadlines, meetings and events so the necessary action can be taken;
• Follows up on Director’s instructions, directives and/or requests;
• Develops and maintains an internal database for monitoring projects, targets and other special
• assignments;
• Maintains a follow-up system and liaises with the relevant personnel to ensure timely submission of
• deliverables;
• Assists in the management of the Director’s diary and schedules;
• Replies to routine queries in respect of the Branch and refers unrelated queries to the appropriate
• personnel;
• Maintains a database for tracking the movement of documents;
• Maintains an electronic and manual filing system
• Internal communication fully facilitated with the memoranda and circulars brought to the attention
• of staff within the Unit;
• Encloses correspondence and updates Minute Sheets on respective files;
• Photocopies, binds, dispatches and scans documents as necessary;
• Requests, retrieves and returns files to main registry;

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate Degree in Management Studies/Public Administration or Certificate in Administrative Management (CAM) Level 2 or equivalent qualification and training;
• At least three (3) years’ experience in the secretarial/administrative field.

SPECIFIC KNOWLEDGE SKILLS AND ABILITIES

• Time management skills;
• Good telephone and office etiquette;
• Knowledge of general office administration, systems, processes and practices;
• Ability to demonstrate initiative;
• Good grasp of tact and diplomacy;
• Confidentiality and ability to treat with sensitive matters;

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical working condition;
• May be required to work beyond the normal working hours.

Interested persons should forward their applications and resume NO LATER THAN Friday, January 13,
2023 to the: -

Director, Human Resource Management and Administration
Human Resource Management and Administration Branch
Ministry of National Security
4th Floor North Tower
2 Oxford Road,
Kingston 5.
Email: jobopp@mns.gov.jm

Subject: Administrative Assistant (GMG/AM 3)

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