Administrative Assistant (Kingston, Jamaica) - Passport, Immigration & Citizenship Agency (PICA)

INFORMATION, COMMUNICATION & TECHNOLOGY UNIT - ADMINISTRATIVE ASSISTANT (LEVEL 3) [Salary Scale: $1,550,136 - $2,084,761 p.a.]

JOB PURPOSE
To support the protection of national security and delivery of service to customers by providing administrative and secretarial, help desk support, operational and technical ICT support to the Agency’s staff in order to operate more effectively and efficiently

KEY OUTPUTS

• User requests received and logged in helpdesk management system
• ICT equipment logged, received and/or dispatched
• Telephone calls answered and route call within unit

JOB RESPONSIBILITIES:

• Answers phone calls within the ICT unit and route to ICT staff
• Takes phone or visitor messages and deliver to appropriate individual
• Composes and types routine correspondence and memoranda using word processing software
• Create spreadsheets and Inputs data using spreadsheet software
• To provide prompt 1st line support from telephone, intranet and email requests to ensure operational problems are resolved as quickly as possible.
• Enter all requests correctly into Helpdesk system and escalate to 2nd & 3rd line support as necessary.
• To give help and guidance to users of desktop productivity tools including in order that they can make maximum use of those products
• Establishes and maintains permanent files; files and retrieves files as requested
• Perform other administrative duties within the ICT unit including scheduling appointments and meetings

 KEY COMPETENCIES
The post holder needs to demonstrate the following competencies:

• Skill to use personal computer – Microsoft Word, Excel important asset
• Ability to learn and adopt quickly
• Ability to establish priorities, work independently, and proceed with objectives without supervision
• Ability to handle and resolve recurring problems
• Open and communicative person
• Sound oral and written skills
• Proper office methods and practices; modern computer techniques, principles and practices.
• Must have excellent people oriented skills and understanding.

QUALIFICATION & EXPERIENCE

• Certificate in Information Technology or related field
• Certified Secretary designation or equivalent qualification
• Two (2) years related experience
• Proficiency in typewriting at a speed of 50 -55 words per minute
• Two (2) years secretarial experience reporting directly to the management level
• Sound organisation skills
• Sound knowledge of office protocol
• Sound knowledge of relevant computer applications and systems

If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to visit our website at https://www.pica.gov.jm/careers for details.

Submission of applications accompanied by detailed resume including the names of two (2) references should be submitted via the web (see link above) to:
Director, Human Resources,
Passport Immigration & Citizenship Agency,
8 Waterloo Road, Kingston 10,

NO LATER THAN THURSDAY, NOVEMBER 30, 2023 @ 5:00 P.M.

No hand delivered application will be accepted

We appreciate your interest in these positions; however only shortlisted applicants will be
contacted.