Administrative Assistant (Kingston, Jamaica) - Ministry of Agriculture, Fisheries and Mining

The Facilities and Property Management Branch, Ministry of Agriculture, Fisheries and Mining is inviting suitably qualified persons to fill the following vacant position: 

ADMINISTRATIVE ASSISTANT (GMG/AM 3)

 JOB PURPOSE

Under the general supervision of the Civil Works Engineer (SOG/ST 8), the Administrative Assistant (GMG/AM 3), organizes and administers a range of administrative duties and activities relating to the Building and Construction Unit of the Ministry of Agriculture and Fisheries. The incumbent is responsible for the provision of clerical and administrative support and for liaising with other Divisions, Branches, Units and external agencies on behalf of the Civil Works Engineer. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files thus ensuring the smooth operation of the Unit. Additionally, the incumbent provides support for the preparation of the Unit’s plans and reports as well as for meetings and events planning.

KEY OUTPUTS

• Incoming and outgoing correspondence recorded, delivered and routed.
• Emails downloaded and forwarded
• Telephone calls answered and messages delivered
• Letters, memoranda, reports and other documents drafted
• Inputs for plans and budgets provided
• Meetings scheduled, arranged, and attended as required.
• Appointments scheduled and diary maintained
• Confidential filing system maintained
• Travel schedules/reservation/appointments/meetings/events arranged
• Draft administrative reports and summaries of documents produced.
• Assignment status reports prepared

KEY RESPONSIBILITY AREAS

• Receives, reads, and screens incoming correspondence and reports; makes preliminary assessment of material and follows-up to ensure that action is completed.
• Accesses and sends e-mails via the internet.
• Performs a range of administrative duties including preparing invoices, estimates, coordinating meetings, etc.
• Assembles and disseminates information to internal and external personnel as requested.
• Receives and screens visitors prior to audience with the Civil Works Engineer.
• Manages the Civil Works Engineer’s appointment diary including liaising with internal and external personnel as necessary.
• Responds to requests, inquiries and complaints from organizations and the general public, refers persons to the relevant officers and follows through on the resolution of issues.
• Produces documents and reports and transcribes minutes for circulation.
• Researches and collates documents for conferences and press briefings.
• Responds to routine correspondence.
• Monitors matters that have been passed to Officers’ desks for action.
• Accompanies the Civil Works Engineer to meetings, seminars and conferences, takes notes and records minutes, as required.
• Arranges meetings, conferences and other events as directed by the Civil Works Engineer by notifying participants, arranging accommodation, preparing agendas and material for presentation and information.
• Writes itineraries and arranges site visits.
• Prepares and processes documents; reviews for accuracy and completeness; updates information and makes the required changes.
• Proofreads and edits documents prepared for the Civil Works Engineer’s signature.
• Ensures compliance within budgetary constraints.
• Keeps records of all deadlines to be met and important matters to be dealt with and interfaces with the officers and Divisions concerned.

OTHER RESPONSIBILITIES

• Performs any other related duties which may be assigned.

AUTHORITY

• Accesses confidential information
• Composes letters and reports.

PERFORMANCE STANDARDS

• Incoming and outgoing correspondence is recorded accurately and distributed promptly.
• E-mail accessed and sent via the internet.
• Telephone answered promptly and politely and messages routed as soon as possible.
• Letters, memoranda, and reports produced accurately and within the agreed time frame.
• Inputs for plans and budgets provided according to established standards and within the agreed timeframe.
• Meetings and logistics arranged and the Civil Works Engineer accompanied as required.
• Appointmentsscheduled and diary maintained accurately in keeping with guidelines.
• Confidential filing system maintained in keeping with agreed standards.
• Effective arrangements for site visits/ inspections made within the agreed timeframe.
• Evidenced-based draft reports and summaries of documents produced in the agreed format and timeframe.
• Assignment status reports prepared accurately and submitted within the agreed time frame.

REQUIRED COMPETENCIES
Core

• Good interpersonal skills.
• Good oral communication skills
• Good written communication skills.
• Excellent customer service and quality focus skills
• Strong planning and organizing skills
• Good problem-solving and decision-making skills.
• High level of integrity and professionalism.
• Good analytical thinking skills
• Excellent teamwork and cooperation
• Initiative, confidentiality, and integrity

Technical

• Good knowledge of the operations of the Government/ Ministry
• Good knowledge of the Civil Service regulations and procedures, the FAA Act
• Minutes and report writing skills.
• Ability to transcribe material in a clear, accurate and acceptable manner.
• Good records and file management skills.
• Proficiency in the use of Microsoft applications.
• Sound knowledge of web-based research techniques.
• Proficiency in speedwriting and typewriting
• Knowledge of general office administration and procedures.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Associate Degree in Management Studies, Public/Business Administration or a related field in the Social Sciences or the Arts or equivalent qualifications
• Three (3) years’ experience in an administrative capacity.

OR

• Diploma in Management/ Public/Business Administration or a related field in the Social Sciences or the Arts or equivalent qualifications
• Four (4) years’ experience in an administrative capacity.

PLUS

• Certification of proficiency in the relevant computer software applications.

CONTACTS

Internal

Contact                                                                                       Purpose of Communication
1. The Civil Works Engineer                           To receive directives and advice; and to provide information
                                                                        and reports.
2. Unit Heads                                                  To follow up on availability of resources for program
                                                                       implementation; to conduct data gathering of information
                                                                                      
3. Departments and Agencies of the MOAF   To obtain and provide data and information.
4. HR Division                                                To follow-up on HR issues.
5. Accounting staff                                          To obtain information for the PD regarding budgetary matters
                                                                        and the financing of operational activities
                                                                                         

External

Contact                                                                                             Purpose of Communication
1. Private sector organizations, Agencies,             To provide and request information.
Ministries, Public Bodies and international
organizations.
2. The public                                                        To provide and obtain information as requested
3. MOF& PS and the Cabinet Office                   To obtain and provide documents and information for the                                                                                   Civil Works Engineer.

                                                                                      
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be required to travel with the Civil Works Engineer to meetings, conferences and seminars island-wide.
• May be required to work on weekends and holiday

Application letters and resumes should be emailed to jobopportunities@moa.gov.jm no later than 11:59 p.m. on Friday, November 20, 2023 to the:

Senior Director,

Human Resource Management and Development Division,

Ministry of Agriculture and Fisheries,

Hope Gardens.

Kingston 6.

N.B: Only shortlisted applicants will be contacted.

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