Records/Data Input Officer (Kingston, Jamaica) - Min. of Agriculture, Fisheries & Mining

Under the supervision of the Pest Risk Analysis Manager (SOG/ST 7), the Records/Data Input Officer (PIDG/RIM 2) is responsible for managing the records management functions of the Branch and organizing electronic copies of pest risk assessments.

KEY OUTPUTS

• Mails processed and dispatched
• Correspondence processed
• Information provided to internal and external stakeholders
• Existing files maintained and new files created
• Bring Up system maintained
• Inventory records completed
• File tracking system maintained
• Records management procedures implemented
• Pest risk assessment list compiled
• Documents and other pest risk assessment matters sorted, classified, indexed
• Documents photocopied and bounded
• Customer calls are managed

KEY AREAS OF RESPONSIBILITIES

• Sorts and records outgoing and incoming mail and determines the cost of postage and delivery method
• Sorts, classifies, indexes, and files correspondence, completed pest risk assessments and other related pest risk assessments matters on the appropriate file
• Creates new files
• Compiles list of all pest risk assessments
• Inspects files to ensure they are up to date
• Processes incoming requests, conducts research, and provides information
• Records requests for Bring-Ups (BU’s) in the appropriate register, charges files out and sends it to the relevant officer
• Records pest risk analysis files
• Assists with the annual Ministry wide inventory of records
• Assists in photocopying documents
• Assists with the processing and transfer of records for inactive storage or destruction
• Binds documents
• Organizes electronic copies of completed pest risk assessments
• Updates and maintains the electronic file tracking system
• Updates status of completed and pending pest risk analysis on spreadsheet
• Disseminates information to the public
• Performs front desk customer service functions for MOAF E-trade System
• Assists new customers in the registration process and guide them on the use of the E-Trade System
• Prepares amendment of Import Permit
• Assists with the acquisition and submission of quotes and makes reservations for Meetings, Workshops and Seminars.

OTHER RESPONSIBILITIES

• Performs other related duties that may be assigned.

PERFORMANCE STANDARDS

• Mails sorted and dispatched according to set standards and within the agreed timeframe
• Correspondence sorted, classified, and indexed in accordance with the classification system
• New files created and existing files maintained in keeping with the Ministry’s Records Management procedures
• File requests processed and information provided as set out in Records Management procedures
• “Bring Up” (BU) system maintained in accordance with established guidelines
• Inventory of records completed in a timely manner
• File tracking system maintained in accordance with established guidelines
• Records maintenance practice implemented in keeping with the Ministry’s Records Management policy.
• Electronic filing system updated on a weekly basis
• Accurate information provided as requested
• Pest risk assessment list accurately compiled as agreed and in a timely manner
• Documents and other matters related to pest risk assessment sorted, classified and indexed in accordance with the Ministry’s classification standards and in a timely manner
• Documents photocopied and bounded as agreed and in a timely manner

REQUIRED COMPETENCIES

Core

• Good oral communication skills
• Good written communication skills
• Good interpersonal skills
• Good customer and quality focus
• Good problem-solving and conflict-management skills
• Strong teamwork and cooperation skills

Technical

• Strong knowledge of Office Procedures
• Strong knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures
• Strong knowledge of Records Management
• Proficiency in the use of relevant computer applications

MINIMUM QUALIFICATION

• Four (4) subjects at CXC/GCE’O level inclusive of English Language and Mathematics/Accounts
• Three (3) to four (4) years’ experience or training in Inventory Management/Records Management

SPECIAL CONDITIONS ASSOCIATED WITH JOB

• Working environment involves possible exposure to dust.

AUTHORITY

• Nil

Applications accompanied by resumes should be submitted no later than March 27, 2024 to:

Senior Director
Human Resource Management and Development Division
Ministry of Agriculture, Fisheries & Mining
Hope Gardens
Kingston 6.
Email: jobopportunities@moa.gov.jm

Please note that we thank all for responding, but only short-listed applicants will be contacted.