Administrative Assistant (Kingston, Jamaica) - Ministry of Economic Growth & Job Creation

 Administrative Assistant (GMG/AM 2) (Vacant) – 

Information Communication and Technology Branch,

Salary range, $1,550,136 - $2,084,761 per annum.

Job Purpose

The incumbent will assist in the planning and execution of the programme of activities for the
Office of the Director and provide administrative and secretarial support to aid the fulfillment of the
Office’s role in providing direction and in translating operationally the corporate objectives of the
Ministry.

Key Responsibilities
Management/Administrative:

• Develops with guidance from the Director a set of operational objectives and guidelines for the operations of the Office;
• Establishes a Yearly Planner as a tool to guide the long and short-term planning of the Director and to aid maintenance of major appointments and deadlines;
• Develops and maintains an efficient Manual and Computerised Records Management Systems;
• Develops Individual Work Plan for review by Director.

Technical/ Professional:

• Organizes and manages the Director Schedule, monitors and updates planned programmes, activities, and appointments;
• Conducts research and prepares reports/briefs;
• Drafts briefs as required;
• Processes incoming and outgoing correspondence in with established guidelines, which includes updating of Correspondence Database;
• Responds to routine correspondence as directed;
• Composes letters/memoranda with minimum/general instructions;
• Scans photocopies and email documents as directed by the Director;
• Assembles and disseminates information to internal and external stakeholders as requested;
• Pursues appropriate follow-throughs to ensure matters are attended and appraises the Director appropriately;
• Organizes meetings hosted by the Director by:
• Preparing Agenda for meetings and complies relevant meeting documents and
• ensures follow-through with post-meeting actions and decisions
• Preparing Minutes of meetings and distributes in accordance with established guidelines;

• Assesses calls to the Director’s Office. Ascertains and initiates appropriate actions;
• Screens and hosts all visitors coming to the Director and makes referrals to appropriate staff;
• Ensures an efficient Computerised and Manual Systems of filing for the office and the secure maintenance of official and confidential records;
• Plans and ensures appropriate arrangements for the Director local and overseas trips - prepares itineraries;
• Establishes and maintains good working relationships with both internal and external customers of the Unit;
• Maintains the stock level of stationery within the Unit;
• Maintains and continually updates database with names, telephone, fax numbers, e-mail and addresses of clients;
• Liaise with officers to ensure that documents are placed/or updated on the Ministry's website and intranet;
• Collects and collates data of relevance to the work of the Branch as required; under the guidance of the Director and carries out analysis of data and information and prepares reports.

Required Knowledge, Skills, and Competencies
Core:

• Ability to exercise initiative and judgment
• Possesses good interpersonal skills
• Maintains good internal and external customer relations
• Delivers output of a consistently high quality
• Possess a positive job attitude
• Good written and oral communication skills
• Teamwork and co-operation
• Good interpersonal skills
• Results oriented

Technical:

• Basic Research and Analytical skills
• Basic Report Writing techniques
• Knowledge in Administrative Management
• Methodical Approach
• Negotiation skills
• Working knowledge of events planning

Minimum Required Qualification and Experience

• Diploma in Business Management or related discipline
• Five (5) CSEC subjects including English and Mathematics
• One (1) year experience in an administrative position

Applications accompanied by résumés should be submitted no later than Monday, 15th May, 2023 to:

Senior Director, Human Resource Management and Development
Ministry of Economic Growth and Job Creation
7th Floor, The Towers
25 Dominica Drive
Kingston 5
Email: human.resources@megjc.gov.jm

Please note that only shortlisted applicants will be contacted.