Secretary 2 (Kingston, Jamaica) - Min. of Economic Growth & Job Creation

Secretary 2 (OPS/SS 2) – (Vacant), salary range $1,272,269 - $1,711,060 per annum - Meteorology Services Branch, Ministry of Economic Growth and Job Creation (MEGJC):

Job Purpose
The incumbent is responsible to assist in providing accounting, stock taking and administrative services for the Meteorological Service.

Key Responsibilities
Technical/Professional:

• Receives and circulates to Branch Heads correspondences for their attention;
• Monitors that incoming correspondences and reports are scheduled and dealt with on a priority basis;
• Takes notes and prepare Minutes of meeting convened by Branch Heads whether Administrative or Technical;
• Screens visitors desirous of visiting Branch Heads and screen their calls;
• Circulates memoranda, circulars and other documents within the Branches;
• Undertake typing for staff of the Division;
• Keeps abreast of the role and functions of the Division with a view to conveying this information to visitors and the general public, when necessary;
• Provides information to the general public of the location of Tropical Cyclones that pose a threat to the Island, when necessary, based on information provided by relevant staff;
• Re-routes correspondences and other materials for filing to Registry;
• • Maintains ‘third copy file’ for Branch Heads;
• Maintains files and records for Branch Heads;
• Maintains a daily Diary of appointments for the Branch Heads and ensure that it is kept up to date;
• Takes dictation in shorthand and transcribing accurately by typing;
• Records telephone messages in the absence of Branch Heads and ensure that they receive all messages;
• Types outgoing correspondences for the Director in the absence of the Executive Secretary.

Required Knowledge, Skills and Competencies
Core:

• Good oral and written communication skills
• Quality and customer focused
• Results oriented
• Good interpersonal skills

Technical:

• Competence in the use of Word Processing, Spreadsheet and other office computer applications
• Excellent knowledge of office practice and procedures

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND);

OR

• CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 40- 45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field;
• At this level, Shorthand at a speed of 80-100 words per minute would be an asset.

Applications accompanied by résumés should be submitted no later than Tuesday, 26th March, 2024 to:

Senior Director,
Human Resource Management and Development,
Ministry of Economic Growth and Job Creation,
The Towers, 25 Dominica Drive,
Kingston 5.
Email: human.resources@megjc.gov.jm

Please note that only shortlisted applicants will be contacted.

Administrative Assistant (Kingston, Jamaica) - Ministry of Economic Growth & Job Creation

 Administrative Assistant (GMG/AM 2) (Vacant) – 

Information Communication and Technology Branch,

Salary range, $1,550,136 - $2,084,761 per annum.

Job Purpose

The incumbent will assist in the planning and execution of the programme of activities for the
Office of the Director and provide administrative and secretarial support to aid the fulfillment of the
Office’s role in providing direction and in translating operationally the corporate objectives of the
Ministry.

Key Responsibilities
Management/Administrative:

• Develops with guidance from the Director a set of operational objectives and guidelines for the operations of the Office;
• Establishes a Yearly Planner as a tool to guide the long and short-term planning of the Director and to aid maintenance of major appointments and deadlines;
• Develops and maintains an efficient Manual and Computerised Records Management Systems;
• Develops Individual Work Plan for review by Director.

Technical/ Professional:

• Organizes and manages the Director Schedule, monitors and updates planned programmes, activities, and appointments;
• Conducts research and prepares reports/briefs;
• Drafts briefs as required;
• Processes incoming and outgoing correspondence in with established guidelines, which includes updating of Correspondence Database;
• Responds to routine correspondence as directed;
• Composes letters/memoranda with minimum/general instructions;
• Scans photocopies and email documents as directed by the Director;
• Assembles and disseminates information to internal and external stakeholders as requested;
• Pursues appropriate follow-throughs to ensure matters are attended and appraises the Director appropriately;
• Organizes meetings hosted by the Director by:
• Preparing Agenda for meetings and complies relevant meeting documents and
• ensures follow-through with post-meeting actions and decisions
• Preparing Minutes of meetings and distributes in accordance with established guidelines;

• Assesses calls to the Director’s Office. Ascertains and initiates appropriate actions;
• Screens and hosts all visitors coming to the Director and makes referrals to appropriate staff;
• Ensures an efficient Computerised and Manual Systems of filing for the office and the secure maintenance of official and confidential records;
• Plans and ensures appropriate arrangements for the Director local and overseas trips - prepares itineraries;
• Establishes and maintains good working relationships with both internal and external customers of the Unit;
• Maintains the stock level of stationery within the Unit;
• Maintains and continually updates database with names, telephone, fax numbers, e-mail and addresses of clients;
• Liaise with officers to ensure that documents are placed/or updated on the Ministry's website and intranet;
• Collects and collates data of relevance to the work of the Branch as required; under the guidance of the Director and carries out analysis of data and information and prepares reports.

Required Knowledge, Skills, and Competencies
Core:

• Ability to exercise initiative and judgment
• Possesses good interpersonal skills
• Maintains good internal and external customer relations
• Delivers output of a consistently high quality
• Possess a positive job attitude
• Good written and oral communication skills
• Teamwork and co-operation
• Good interpersonal skills
• Results oriented

Technical:

• Basic Research and Analytical skills
• Basic Report Writing techniques
• Knowledge in Administrative Management
• Methodical Approach
• Negotiation skills
• Working knowledge of events planning

Minimum Required Qualification and Experience

• Diploma in Business Management or related discipline
• Five (5) CSEC subjects including English and Mathematics
• One (1) year experience in an administrative position

Applications accompanied by résumés should be submitted no later than Monday, 15th May, 2023 to:

Senior Director, Human Resource Management and Development
Ministry of Economic Growth and Job Creation
7th Floor, The Towers
25 Dominica Drive
Kingston 5
Email: human.resources@megjc.gov.jm

Please note that only shortlisted applicants will be contacted.