Administrative Assistant (Kingston, Jamaica) - Tourism Enhancement Fund

Applications are invited from suitably qualified applicants for the position of Administrative Assistant, Finance and Accounts Department.

Salary Range: $1,935,907.00 - $2,603,580.00

OBJECTIVE/ SUMMARY FOR POSITION

Under the direction of the Director, Finance and Accounts, the Administrative Assistant is responsible for supporting the management policies, systems, and practices. The postholder also performs routine accounting and administrative functions.

KEY OUTPUTS

• Records & Information Management managed
• Logging and Tracking of payments
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Routine accounting duties performed
• General administrative Provides
• Individual workplan developed

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities

• Develops Individual Work Plans based on alignment to the overall plan for the Division;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports as required;

Technical/Professional Responsibilities

• Reviews incoming payments to ensure that they complete and appropriately authorize for processing;
• Prepares a monthly log report on incoming payments;
• Maintain diary, arrange meetings and appointments and provide reminders;
• Performs routine accounting duties to support the functions of the Finance and Accounts Division;
• Provides general administrative support to the Director, Finance and Accounts and related team members;
• Acts as an interface to effectively handle general enquiries relating to finance/accounts matters, and network with key stakeholders for the effective implementation of TEF’s finance/accounting strategies;
• Answers phone calls – screen calls and emails, provide information and answer questions within your capability, and direct callers/enquirers to appropriate staff within the Finance and Accounts Division as required;

Human Resources Responsibilities

• Maintains harmonious relationships with colleagues

Other Responsibilities

• Performs all other related duties and functions as may be required from time to time.

PERFORMANCE INDICATORS/ STANDARDS

• Routine accounting and general administrative duties performed in keeping with agreed standards and timeframes;
• Technical advice and recommendations provided are sound and supported by qualitative/quantitative data;
• Annual and periodic reports prepared in accordance with established standards and format within the agreed timeframes;
• Confidentiality, integrity and sensitivity displayed in the execution of duties.

AUTHORITIES OF THE JOB

• To take corrective action in relation to incoming mails, etc.

SPECIAL REQUIREMENTS/ WORKING CONDITIONS

• Working long and irregular hours to maintain accounting & asset management records and produce timely reports.

MINIMUM EDUCATIONAL REQUIREMENTS

• Associate Degree in Accounting or Business Administration with major in Accounting or equivalent qualification;
• A minimum of one (1) year related experience in a similar capacity; or
• Two (1) years related experience in a similar capacity

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of Financial Administration and Audit Act
• Working knowledge of accounting principles and practices in the GOJ
• Strong analytical and problem-solving skills
• Excellent oral and written communication skills
• Requisite Personal computer skills including Microsoft Windows - Word, Excel, and Access, Quick Books Pro or other accounting software
• Demonstrated ability to manage processes
• Ability to work on own initiative and to meet deadlines

Applications accompanied by resume stating the position in the subject line:

Administrative Assistant, FAU should be submitted no later than December 19, 2023 to:

Manager, Human Resources & Administration,

Tourism Enhancement Fund,

60 Knutsford Boulevard,

Kingston 5.

Email: hr@tef.gov.jm

We thank all applicants; however, only shortlisted candidates will be contacted.