Records & Information Officer (Kingston) - Factories Corporation Of Jamaica

 Factories Corporation Of Jamaica Limited invites applications from suitably qualified persons to fill the position of:

Records & Information Officer

Job Summary

The Records & Information Officer is responsible for creating, implementing and maintaining the Records and Information Management Program (RIM) and strategy of the organization. This involves the management of all functions to ensure all records regardless of format are available to support the day-to-day operations and are captured as evidence of business activities.

Minimum Qualifications and Experience:

Education

• BA in Library and Information Studies, Administration or equivalent
• Certification in Records and Information Management

Experience:

• At least 3-4 years in records management experience
• Practical experience in and understanding of the acquisition and implementation of Electronic Records Management System is a plus

Key Duties and Responsibilities:

• Identify and establish a RIM Program frame work and strategy, with aligned goals and objectives, to support the overall strategic direction of the organization, working in collaboration with Jamaica Archives and Records Department
• Develop, advise and implement comprehensive RIM policies, procedures, and guidance to address the organization's internal business needs and external legal and regulatory requirements
• Implement an Electronic Records Management application, in collaboration with the IT department
• Ensuring that records management functions are carried out by staff in accordance with established departmental procedures and security instructions
• Oversee the management of active and inactive records and storage facilities
• Facilitate the development of departmental file plans to manage both paper and electronic records and provide guidance on maintenance
• Provide training courses, workshops to staff on RIM and electronic records management application and its related policies and procedures
• Create a change management process to transition from a paper to an electronic RIM environment
• Ensure the implementation of approval measures for the proper security and safe custody of official records
• Evaluate the closing of files

Registry Service:

• Develop a master index of all subject headings and file titles used in the company
• Closely monitor the use of registry files and ensure their prompt return
• Oversee the digital reproduction (scanning) and electronic storage of documents for efficient access and security of records
• Review the classification system periodically to ensure its adequacy to accommodate new and emerging subject files

Special Skills and Aptitude:

• Comprehensive knowledge of Records and Information Management
• Ability to continually learn and adapt to a continually changing technology environment
• Strong interpersonal skills and communication skills
• Strong organizational and time management skills including the ability to handle multiple tasks simultaneously

Applications with résumés should be sent to no later than August 15, 2021 to:

Human Resource & Administration Manager

17 Knutsford Boulevard, Kingston 5.

Email: careers@fcj.gov.jm

Please include name and the job title in the subject line of the email.

Executive Assistant (Kingston) - Factories Corporation of Jamaica

 Factories Corporation of Jamaica invites application from suitably qualified persons to fill the positions of:

Executive Assistant

Under the supervision of the Managing Director, the incumbent will provide an efficient and effective executive/administrative support to the Executive Office and coordinate and/or perform administrative tasks necessary for the smooth functioning of the office.

Qualifications and Experience:

Education:

• Bachelor's degree in Business/Public Administration or the Social Sciences
• Certified Administrative Professional or other training in Administrative Management

Plus:

• Certified Professional Secretary

Experience:

• Minimum of five (5) years administrative related experience
• Experience in dealing with matters of a confidential and sensitive nature

Skills and Key Competencies:

• Thorough knowledge and experience in administrative and secretarial functions
• Knowledge of how government operates and its protocols
• Proficiency in office procedures and use of office equipment and advanced technology
• Strong sense of confidentiality and objectivity

Duties and Responsibilities:

• Brief Managing Director on information requirements in advance of appointments and meeting and prepare relevant files
• Prepare reports to the Ministry of Finance and Integrity commission
• Manipulate computerized data to generate tables and graphical presentations, linking worksheets, workbooks and word processing files
• Disseminate Management Meeting Action Sheet for HODs for follow-up
• Prepare Annual Department Budget for the upcoming financial period
• Communicate effectively by telephone, in writing, by email or facsimile
• Organise and take Minutes of monthly Management meetings, draft and circulate for follw-up
• Dispatch reports and correspondence to required destinations on a timely basis
• Act for Corporate Officer in periods of absence
• Perform any other administrative duties required by management

Key Competencies:

• Knowledge of computer literacy skills
• Demonstrate ability to manage workload
• Demonstrate ability to develop and maintain up-to-date records
• Timeless and accuracy in completing assignments consistently

Applications with resumes should be sent no later than August 15, 2021 to:

Human Resource & Administration Manager

17 Knutsford Boulevard, Kingston 5

Email: careers@fcj.gov.jm

Please include name and the job title in the subject line of the email.

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Administrative Assistant (Kingston) - Factories Corporation of Jamaica

 Factories Corporation of Jamaica invites applications from suitably qualified persons to fill (3) three positions of:

Administrative Assistant - Human Resources & Administration, Marketing and Communications & Executive Dept.

Under the supervision of the relevant manager, the incumbent will provide strong administrative support in managing the Department's portfolio of the Corporation by ensuring that best practices are implemented and updated so as to achieve organizational efficiency and effectiveness in accordance with the vision and mission of the organization.

Qualification and Experience:

Education:

• A first degree in Business Administration or related discipline from a recognized tertiary institution, plus
• Certified Administrative Professional (CAP) or (CPS)

Experience:

• Minimum of three (3) years administrative experience in an administrative capacity
• Experience in the relevant department is a plus
• Admin for HR - Experience with MyHR+ is a plus
• Admin for Marketing and Comm - At least three (3) years marketing experience

Key Responsibilities and Duties:

• Administration of the day-to-day office services
• Prepare reports, minutes of meetings and general correspondence accurately, efficiently and in accordance with preset deadlines and standards
• Distribution of mail to the relevant persons in the Dept
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• Drafting replies to memoranda and letters as required by the Manger/Supervisor
• Log correspondence received internally and externally
• Prepare and process documents requiring knowledge of specific technical formats, terminology and procedures
• Manipulate computerized data to generate tables and graphical presentations, linking worksheets, workbooks, and word processing files
• Dispatch reports and correspondence to required destinations on a timely basis
• Maintain the system or record keeping within the Department and maintain up to date, comprehensive records for both administrative matters as well as operational matters
• Manage the records in a manner that facilitates speedy access and retrieval of files and documents; emphasize greater use of electronic storage medium and less paper
• Communicate effectively by telephone, in writing, by email and facsimile
• Organise monthly reports and followup on related action sheet items
• Prepare draft submissions as required
• Perform any other administrative duties required by management

Special Skills and aptitudes:

• Possess excellent interpersonal skills
• Proficiency in computer skills
• Ability to work well with a range of persons and maintain confidentiality
• Good problem solving and decision making skills
• Good knowledge of formal meeting protocol and minutes taking
• Able to work well under pressure in a fast-paced environment band exercise sound judgement and discretion
• Able to work independently and as a team player
• Display tact, flexibility and politeness

Applications with résumés should be sent no later than August 16, 2021 to:

The Human Resource & Administration Manager

17 Knutsford Boulevard,

Kingston 5.

Email: careers@fcj.gov.jm

Please include your name and the job title in the subject line of the email.