Administrative Assistant (Kingston, Jamaica) - Ministry of National Security

 The Ministry of National Security invites applications from suitably qualified candidates to fill the post of: - 

ADMINISTRATIVE ASSISTANT (GMG/AM 3) – VACANT

SECURITY TECHNICAL SERVICES AND PROJECT MANAGEMENT BRANCH
SALARY SCALE: $1,753,837.00 – $2,358,715.00

JOB PURPOSE:
The incumbent is responsible for supporting the operations of the Branch by providing efficient and effective
secretarial/administrative support services to the Director, Security Technical Services and Project
Management.

The duties and responsibilities include but are not limited to the following:

KEY RESPONSIBILITIES

• Drafts responses to letters/documents/reports for review and sign-off by the Director;
• Undertakes independent research to support the preparation of documents/correspondence as
• directed;
• Coordinates logistics for meetings including booking of meeting room, preparation of documents
• and arranging for refreshments;
• Participates in meetings, takes notes, prepares and circulates minutes and action items;
• Records incoming and outgoing correspondence/files and refers to the attention those with dates
• for deadlines, meetings and events so the necessary action can be taken;
• Follows up on Director’s instructions, directives and/or requests;
• Develops and maintains an internal database for monitoring projects, targets and other special
• assignments;
• Maintains a follow-up system and liaises with the relevant personnel to ensure timely submission of
• deliverables;
• Assists in the management of the Director’s diary and schedules;
• Replies to routine queries in respect of the Branch and refers unrelated queries to the appropriate
• personnel;
• Maintains a database for tracking the movement of documents;
• Maintains an electronic and manual filing system
• Internal communication fully facilitated with the memoranda and circulars brought to the attention
• of staff within the Unit;
• Encloses correspondence and updates Minute Sheets on respective files;
• Photocopies, binds, dispatches and scans documents as necessary;
• Requests, retrieves and returns files to main registry;

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate Degree in Management Studies/Public Administration or Certificate in Administrative Management (CAM) Level 2 or equivalent qualification and training;
• At least three (3) years’ experience in the secretarial/administrative field.

SPECIFIC KNOWLEDGE SKILLS AND ABILITIES

• Time management skills;
• Good telephone and office etiquette;
• Knowledge of general office administration, systems, processes and practices;
• Ability to demonstrate initiative;
• Good grasp of tact and diplomacy;
• Confidentiality and ability to treat with sensitive matters;

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical working condition;
• May be required to work beyond the normal working hours.

Interested persons should forward their applications and resume NO LATER THAN Friday, January 13,
2023 to the: -

Director, Human Resource Management and Administration
Human Resource Management and Administration Branch
Ministry of National Security
4th Floor North Tower
2 Oxford Road,
Kingston 5.
Email: jobopp@mns.gov.jm

Subject: Administrative Assistant (GMG/AM 3)

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

Ticketing System Manager (Kingston, Jamaica) - Ministry of National Security

The Ministry of National Security invites applications from suitably qualified candidates to fill the post of:

Ticketing System Transformation Manager (GMG/SEG 2) Contract Major Technology Transformation Branch

Salary Scale: $2,104,355.00 - $2,501,416.00 

Travelling Allowance: $894,924.00 Per Annum with Motor Vehicle; $362,472.00 Per Annum without Motor Vehicle.

Job Purpose:

The incumbent will be responsible for management of the TTMS Transformation Team, leading the development of the TTMS enhancements and conducting the reviews of the Traffic Ticketing stakeholder processes and Traffic Ticket Management System islandwide.

The duties and responsibilities include but are not limited to the following:

Key Responsibilities:

To provide leadership and oversight of the Ticketing System Specialists/TTMS Transformation:

• Develops and manages strategies and programmes for the transformation of the ticketing systems and processes;
• Prepares and submits activity progress reports with recommendations as necessary;
• Initiates and conceptualizes new projects and collaborates with the Major Technology Transformation Branch and other units to facilitate the improvement of ticketing processes and systems;
• Ensures all required processes, guidelines, systems and controls are established to enable the monitoring and assessment of project implementation;
• Manages the performance of the team including transferring skills, motivating staff, setting performance targets, monitoring performance, providing feedback to staff and arranging training to improve deliverables.

To monitor the use of the Ticketing system(s) by all stakeholders to ensure accuracy of the data entered, proper functioning of the system and adherence to agreed service levels by all users:

• Monitors of the daily operations of Traffic Ticketing to ensure goals and objectives are met;
• Liaise with JCF data entry teams, Court Staff, Island Traffic Authority and eGov Jamaica to ensure that systems, connectivity and equipment at all operating locations are functioning properly;
• Assesses JCF data entry facilities to determine suitability of the space and recommends corrective steps where necessary;
• Engages eGov Jamaica to ensure that preventative maintenance of the various ticketing solutions and databases are conducted.

To conduct analyses of the related business and operational procedures to identify gaps and make recommendations for corrective actions and system enhancements:

• Reviews the business processes and procedures employed by the JCF in the management of printed ticket books and the subsequent data entry activities and makes recommendations for improvements where necessary;
• Continuously reviews the business and system processes in the electronic ticketing solutions to ensure seamless operation and expanded use.
• Recommends process changes required to support any amendments or newly introduced legislation which impacts the ticketing process;
• Attends stakeholder engagements and consultations to provide technical information as required.

To provide technical advice and support on matters pertaining to the operations and improvements of the Ticketing Systems:

• Manages Ticketing System upgrades and facilitates training of staff to ensure smooth transitioning;
• Conducts site visits at Traffic Courts, JCF data entry facilities, Tax Administration and Island Traffic Authority (cont'd) offices as required to conduct training and/or provide technical support;
• Provides technical expertise to guide stakeholders as they increase their of the Ticketing system.

To document the functional requirements for enhanced ticketing capabilities such as electronic ticketing improvements, video enforcement and general ticketing areas such as DRMA, Fisheries Act, etc. for onward submission to eGov or other developers:

• Documents software requirements for new ticketing features and enhancements;
• Makes recommendations for new reports and/or any report modifications required for TTMS;
• Participates in the pre-lease testing of new system features and upgrades to ensure proper functionality;
• Liaise with eGov to determine the feasibility of system changes requested by various ticketing stakeholders;
• Conducts quality assurance reviews and approves Ticketing system application releases for production use.

Minimum Qualification and Experience:

• BSc in Business Administration, Management Studies or a related field;
• At least three (3) years' or more management experience and working with the Traffic Ticket Management Systems (TTMS) or other similar information systems;
• Experience in dealing with senior officers in the public and private sectors;
• Experience in conducting training sessions and workshops.

Specific Knowledge and Skills:

• Must be trained in the use of the Traffic Ticket Management System (TTMS);
• Must have familiarity with the Road Traffic Act;
• Knowledge of ticket management software and processes; 
• Working Knowledge of data entry and customer service operations;
• Working knowledge of the existing ticketing process (ticket issuance, payment mechanisms, court adjudication, ticket expungement, demerit points, etc).
• Working Knowledge of Microsoft Office and Outlook;
• Ability to multitask and work in a fast-paced environment with competing priorities;
• Excellent problem-solving skills.
• Effective communication and interpersonal skills with ability to communicate effectively at any level;
• Ability to troubleshoot and identify critical issues quickly and accurately;
• Ability to assess and evaluate situations quickly and effectively.
• Ability to quickly build and maintain productive relationships with high-level Government officials and other key stakeholders, including those in the donor community and private sector;
• High level of self-motivation and an ability to work with a high level of initiative and limited supervision, in high pressure situations.

Special Conditions Associated With The Job:

• Critical deadlines for completion of tasks;
• May be required to work beyond the normal working hours;
• May be required to work on weekends and public holidays;
• Island wide travel required;
• Access confidential information within scope of authority.

Interested persons should forward their applications and resume No Later Than Friday, June 10, 2022 to the:-

Director, Human Resource Management and Administration

Human Resource Management and Administration Branch

Ministry of National Security

4th Floor NCB North Tower

2 Oxford Road

Kingston 5

Email: jobopp@mns.gov.jm

Subject: Ticketing System Transformation Manager (GMG/SEG 2) Contract

We thank all applicants for their interest in this career opportunity.

However, please note, only shortlisted candidates will be contacted.