Administrative Support Officer (Kingston, Jamaica) - Jamaica Money Market Brokers Limited (JMMB)

 

JOB DESCRIPTION & SPECIFICATIONS

JOB TITLE: Administrative Support Officer – Internal Audit

DIVISION:
DEPARTMENT: Group Internal Audit, Grenada Way, Kingston, Jamaica

SECTION/UNIT: Internal Audit

REPORTS DIRECTLY TO: Executive Team Leader
SCOPE OF JOB:

• To provide administrative assistance to the Team Leader and the Internal Audit Department.
• To assist with planning, executing and reporting on internal audits/projects executed for companies within JMMB Jamaica.

IMMEDIATE REPORTEES: N/A

MAIN DUTIES & RESPONSIBILITIES:
Administration

• Liaises with internal and external contacts to ensure that Team Leader’s calendar is updated and reflects his/her priorities (e.g. meetings, trips, report preparation, etc.).
• Liaises with internal and external contacts to acquire information required for the Team Leader to participate productively in meetings.
• Assists with the preparation of the Team Leader’s oral, written and visual presentations/reports.
• Collate and arranges the dispatching of reports for Board Audit Committees (Group, JMMB Bank Jamaica, TT and DR Country Committees as required)
• Distributes Agendas, Minutes and other related documents to various persons as instructed.
• Works closely with the Team Leader to ensure his/her daily schedule is observed and follow-ups are recorded (e.g. Prepares relevant
• files; review schedule at the start of each work day and has debriefing at the end day).
• Handles all arrangements for local and overseas business travel by the Team Leader
• Facilitates contact with the Team Leader by the CEO, Senior Management and Department Team Members when the Team Leader is away from office.
• Co-ordinates travel and hotel accommodation on behalf of the Unit as needed.
• Assists with the processing of correspondence through, but not limited to:

    a. Places telephone calls for the Team Leader.
    b. Receives, date stamps and distributes all mail received by hand or by facsimile
    c. Drafts and types correspondence as instructed.
    d. Assists with photocopying and sending of hard copy facsimiles for the department.
    e. Follows-up to ensure receipt of urgent documents and to assist in ensuring that they are date and time         stamped by the receiver.

• Drafts and maintains the department meeting schedule, checking to avoid clashes.
• Advises other departments when the Department(s) will be out of office.
• Co-ordinates all meetings, workshops and retreats organised by the Unit, through but not limited to:

    a. Liaises with relevant parties to draft the Agenda and assists with the preparation of oral, written and             visual presentations, as instructed.
    b. Liaises with Team Leaders to ensure that documents for meetings are submitted and/or circulated on a         timely basis.
    c. Prepares and dispatches the Minutes of the department meeting, as well as takes notes at other events as        required
    d. Reminds participants of the event, at least two working days before.
    e. Books venues, equipment and refreshments, as instructed.
    f. Assists with the laying out of the room and with the return and storage of equipment, as needed.

• Assists the Team Leader in ensuring that the work environment is appropriate:

    a. Monitors work environment to ensure ergonomic needs are met and the Department is aesthetically             pleasing to Team Members and visitors.
    b. Monitors stocks and orders as required, to ensure that all necessary stationery, printing materials et             cetera are available for the department.
    c. Monitors and reports to the relevant party when office equipment and fixtures are in need of repair or         replacement. Follows-up on requests for repairs or replacements.

• Administers the Unit’ databases, through:

   a. Organizes filing system to ensure that it is efficient and up-to-date.
    b. Files and secures hard and soft copies of documents as well as equipment for all members of the Unit.
    c. Purges outdated documents
    d. Retrieves archived department documents on-site, as required.

• Administers the expenses of the department through the following:

    a. Handles the payment of department bills, through:
    i) Receives invoices and verifies as required all bills for the department expenditure, including Company-        paid bills for all department Team Members.
    ii) Prepares requisite documentation for approval.
    iii) Submits approved requests to FACT.
    iv) Collects and dispatches cheques to payee or other party as instructed.
    v) Maintains a log of payments processed or on hold.

• Processes personal payments (e.g. credit card vouchers, gifts) for the Team Leader in a timely manner
• Co-ordinates, prepares and submits to the CHDT the planned Annual Leave Schedule (e.g. Vacation, Study) for the year for the
• department as required.
• Assists with the execution of activities assigned by other Senior Team Leaders within the department.
• Performs any other duties which may be assigned from time to time

Internal Audits- Audit Execution

• Document details of planning and walkthrough meetings.
• Assist in identifying controls to mitigate potential risk factors within assigned process/areas.
• Document and execute audit test steps in partnership with more senior team members.
• Assist in evaluating controls and identifying control gaps in partnership with more senior team members.
• Document and maintain sufficient supporting information (such as flowcharts of end-to-end business processes) and facilitate the
• presentation of findings and conclusions in accordance with work paper standards.
• Assist with drafting audit reports and key deliverables as required
• Assist with the execution of follow-up reviews on all open audit issues to ensure Management’s action plans are adequately addressed within agreed timeframe

SKILLS, EDUCATION, TRAINING & WORK EXPERIENCE REQUIRED:

• Diploma or equivalent
• Required Minimum Years of Experience: Total of 1 to 2 years
• Highly proficient in oral and written communication skills. Alert to non-verbal communication techniques.
• Very high level of computer skills, particularly word-processing, spreadsheets, presentation programmes and Internet use.
• Commitment to continuous learning
• Good time management skills

AUTHORITY:

• To recommend changes in the Managers’ schedules to reflect priorities.
• To confirm travel arrangements for the Team Leader(s).
• To independently respond to internal and external queries using knowledge, creativity, initiative and sound judgement.
• To re-direct correspondence addressed to the Team Leader the appropriate Team Member, and to inform Team Leader of such.
• To call the external courier service as per the guidelines.
• To liaise with internal or external contacts to verify invoices received or query outstanding ones.
• To advise storage facility of files to be sent, in advance.
• To recommend storage systems.
• To research and bring to the Team Leader’s attention matters of interest to the efficient operations of that office.
• To make recommendations for changes in the workflow arrangements for increased efficiency.
• To recommend solutions to problems both within and beyond his/her area of authority.
• To identify and recommend seminar/courses/programmes which would enhance own on-the-job skills.

A more detailed job description of the above-mentioned post can be found Here.

Interested applicants are invited to submit applications by April 17, 2024 to: flgc@jmmb.com

Administrative Assistant (JMMB) - Kingston, Jamaica

Description

Administrative Assistant - Group CHDT Office

 To provide Administrative Assistance and Support in the Office of the Group Chief CHD Officer thus enabling the said office to operate smoothly and effectively in meeting its objectives.

EDUCATION, TRAINING & WORK EXPERIENCE REQUIRED:

• First Degree in Management Studies, Business Administration/Management, HR or related filed
• At least three (3) years’ work experience in a similar capacity.
• Familiarity with financial sector instruments, laws, regulations, ethics and professional jargon.
• Certification and/or completion of Project Management training is an asset.
• Microsoft Excel Level 3
• Highly proficient in oral and written communication skills. Alert to non-verbal communication techniques. Working knowledge of a major foreign language (Spanish) would be an asset.
• Very high level of computer skills, particularly Microsoft Office Suite, Microsoft Visio (especially Powerpoint and Excel required. Use of process management and reporting software (e.g. Business Objects, Microsoft Project etc.) and programming in Visual Basics would be beneficial.  Excellent keyboard skills with a typing speed of about 60 words per minute. Knowledge of shorthand would be an asset.

 Required Skills and Specialized Techniques:

• Excellent oral and written communications skills; having the ability to communicate at all levels.
• Excellent time management and organizational skills.
• Good quantitative knowledge and skills.
• Good research, analytical and presentation skills.
• Good leadership qualities with ability for self-motivation and achievement.
• Good interpersonal skills and the ability to foster harmonious relations.
• Distinct display of initiative.
• Excellent client care skills; Service-oriented
• Solution-oriented
• Emotional Maturity
• Good Report writing skills.
• High Level of Confidentiality
• Ability to be able to work under pressure and for extra-ordinary hours.

APPLY ONLINE