Administrative Assistant (Kingston, Jamaica) - Public Procurement Commission

On April 1, 2019, the Public Procurement Act came into effect establishing the Public Procurement Commission (PPC) as a Public Body Corporate replacing the National Contracts Commission.

The PPC has responsibility for endorsing recommendations for the award of Government Contracts, making recommendations to Cabinet for the award of Government Contracts as well as registering companies/businesses desirous of participating in the Government of Jamaica Procurement Process.

The PPC invites applications from suitably qualified professionals to fill the following vacant post(s) at our location in Kingston:  

Administrative Assistant (GMG/AM 2) 
Procurement Management & Compliance Branch
Salary range: $1,711.060 - $2,301,186 per annum

Job Purpose
The Administrative Assistant to the Senior Director, Procurement Management & Compliance Branch provides clerical and administrative support to the Senior Director and liaisons with other Branches, Units, Sections and external agencies for the Senior Director. He/she also maintains a proper filing system to facilitate easy access and security of files; thus, ensuring the smooth operation of the Branch.

Key Responsibilities

• Correspondence and documents produced in a timely confidential manner
• Information researched and compiled
• Information disseminated in a timely manner.
• Minutes recorded, transcribed, composed, and disseminated accurately and within a set time frame.
• Filing system maintained on a daily basis.
• Visitors received and directed
• Telephone calls answered and messages delivered
• E-mails downloaded and forwarded
• Diary maintained and appointments scheduled on a daily basis.
• Confidentiality exercised at all times.
• Meetings scheduled
• Incoming and Outgoing mails recorded and dispatched.

A. Management/Administrative Responsibilities

• Collates from various Branches of the Commission and external agencies.
• Acts as a focal point for the dissemination of information within the external of the Branch.
• Assist the Senior Director and other members of the Branch in solving problems and bring about resolution of technical issues and providing the necessary information and guidance sought.
• Provides support to the Branch for meetings and events planning.
• Provides official administrative functions for the Senior Director.
• Attends where necessary, meetings, workshops, retreats and conferences on and off site.
• Prepares monthly Branch reports and work plans.
• Undertake other duties assigned.

B. Technical/Professional Responsibilities

• Takes dictations, transcribes and prepares the document for signature.
• Organize, monitor and update planned programme, activities and appointments.
• Assists with the preparation of a range of official and routine documents including ministry papers, submissions, notes, reports and correspondence.
• Conducts research and compiles and provides information/files as required.
• Co-ordinates meetings convened by the Senior Director and plans attendance at others.
• Prepares/compiles appropriate meeting documents and ensures follow-through with post-meeting actions and decisions.
• Prepares draft letters, memoranda and reports from notes.
• Composes routine correspondence.
• Receives, opens, sorts and distributes incoming correspondence.
• Researches and compiles information as required by the Senior Director for various meetings.
• Screens and refers calls to relevant officers.
• Maintains diary and schedules appointments.
• Files correspondence and other materials and maintains a record of the movement of files.
• Accesses and sends e-mail via internet.
• Establish and maintain an up-to-date filing system.
• Records minutes and reproduce same for circulation.
• Follows up on requests made by Senior Director.
• Maintains stationery inventory and ensures that stationery is available to members of the Branch.

C. Human Resource Responsibilities

• Attends Branch/Commission staff meetings as required.
• Represents the Branch at the Commission’s Staff Welfare Meetings and provides feedback to the Branch.
• Performs related duties assigned from time to time.
• Attends Social Welfare Committee Meetings.

Other Responsibilities

• Performs any other related duties, which may be assigned.
• Required Knowledge, Skills and Competencies
• Sound background in administrative or office management
• Knowledge of secretarial practices and procedures
• Good multitasking skills
• Good customer service skills
• Excellent oral and written communication skills
• Good research and Information technology skills
• Proficiency with MS Office Suite (Excel, Word, PowerPoint)
• Excellent presentation and reporting skills
• Good leadership and management skills
• Ability to effectively manage/work in a team
• Knowledge of polices, programmes and procedures of the Government and of general Ministry/Departmental operations
• High quality of output, integrity and team work
• Ability to transcribe material in a clear, accurate and acceptable manner
• Good telephone techniques.

Minimum Required Qualifications and Experiences

• CSEC/CXC/GCE O’ Levels English Language
• Successful completion of the prescribed course of study at the Management Institute for National Development (MIND)
• Proficiency in typewriting at a speed of 50-55 w.p.m.
• Shorthand at a speed of 100-120 w.p.m.
• Five (5) years general office experience

OR

• Graduate from an accredited school of Secretarial Studies
• Proficiency in typewriting at a speed of 50-55 w.p.m.
• Shorthand at a speed of 100-120 w.p.m.
• Training in use of a variety of software applications
• English Language at CSEC/CXC/GCE O’ Level
• Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND)
• Five (5) years general office experience

OR

• Successful completion of the Certified Professional Secretary Course
• Proficiency in typewriting at a speed of 50-55 w.p.m.
• Shorthand at a speed of 100-120 w.p.m.
• English Language at CSEC/CXC/GCE O’ Level
• Training in use of a variety of software applications
• Completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND)
• Five (5) years general office experience

How to Apply
Applications accompanied by résumés should be submitted no later than Wednesday, 1st May 2024 to the:

Manager,
Human Resource Management and Development,
Public Procurement Commission,

Third Floor, PanJam Building,

60 Knutsford Boulevard,

Kingston 5,

OR

Email: ppc.jobs@ppc.gov.jm

Please note that we thank all persons for responding but only shortlisted applicants will be contacted.