Administrative Assistant (Kingston, Jamaica) - Ministry of Science, Energy, Telecommunications & Transport

Applications are invited from suitably qualified officers in their Ministries/Departments/Agencies to fill the vacant post of Administrative Assistant (GMG/AM 2) in the Programme Implementation Division, Ministry of Science, Energy, Telecommunications and Transport (MSETT), salary range $1,550,136 - $2,084,761 per annum.

Job Purpose
The incumbent is responsible for providing administrative support to the Chief Technical Director.
Key Responsibilities

• Types, prepares and email correspondence, reports, Minutes of meetings and miscellaneous documents for the Chief Technical Director;
• Prepares agendas for meetings, organizes relevant information and prepare documents in accordance with established guidelines;
• Arranges and organizes Unit Meetings, and meetings for staff members of the Programme Implementation Division;
• Maintains a diary of meetings, appointments, conferences visits etc. for the Chief Technical Director by scheduling, rescheduling and cancelling appointments;
• Receives and processes incoming mails by opening, vetting, sorting, affixing date of arrival and entering into logbook/database;
• Receives, routes and makes telephone calls for the Chief Technical Director and other members of staff and incoming calls are referred to the appropriate personnel in the absence or unavailability of the respective officer;
• Follows up on the directives given and requests made by the Chief Technical Director;
• Researches and collates data as requested by the Chief Technical Director and other staff
• members;
• Interfaces with officials and other members of the public, seeking audience with members of the Programme Implementation Division;
• Arranges for the printing, photocopying, binding and dispatch of documents produced;
• Collects and distribute standard monthly reports;
• Manages and establishes procedures for the use of office systems and ensure adequate supply of office stationery;
• Assists with the preparation of Annual Budget;
• Prepares monthly Cash Flow for the Unit;
• Monitors the financial performance of the Unit using the electronic performance monitoring system, and providing regular updates to the Chief Technical Director;
• Prepares Requisition Forms for internal expenditure and submits mileage and other reimbursable claims to the appropriate Unit;
• Deals with internal and external queries coming into the Programme Implementation Division;
• Ensures that all documents leaving the Programme Implementation Division are reviewed for accuracy, completeness, and conformity with established formats and are adequately prepared for timely dispatch;
• Establishes and maintain effective filing and record-keeping system to facilitate easy retrieval and access of files/records;
• Maintains an accurate ‘third copy’ files for correspondence sent out of the Directorate by the Chief Technical Director relating to current projects being undertaken, clarifications sought and presentation made to the Management Team;
• Process bills received, checked for accuracy and dispatched for payment;
• Assists with the collection of data from site visits to complete initiatives within the Projects Unit;
• Performs any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies
Core:

• Excellent oral and written communication skills
• Excellent planning and organizing skills
• Excellent customer service and quality focus skills
• Excellent attention to details and problem-solving skills
• Good adaptability skills
• Sound ethical principles and integrity

Technical:

• Excellent knowledge and use of computer applications – Microsoft Word, Excel, PowerPoint, Publisher and Access etc.
• Excellent knowledge of Office Administration and Procedures
• Ability to speed write, records Minutes and transcribe meeting Minutes
• Ability to maintain calendars and schedule appointments
• Good knowledge of Procurement Process
• Excellent typing skills
• Sound knowledge of Records Management
• Basic knowledge of Project Management

Minimum Required Qualification and Experience

• Certificate/Diploma in Secretarial Studies, Administrative Management and Management Studies or equivalent;
• Three (3) years related working experience.

Special Conditions Associated with the Job

• Regularly required to work extended working hours;
• Required to co-ordinate and attend meetings, conferences, and workshops away from the office.

Applications accompanied by résumés should be submitted no later than Wednesday, 10th April, 2024 to:
The Permanent Secretary,
Ministry of Science, Energy, Telecommunications and Transport,
PCJ Building,
36 Trafalgar Road,
Kingston 10.
Email: hr@mtw.gov.jm

Please note that only shortlisted applicants will be contacted.

Applications should include the names and positions of two (2) senior persons who can provide a character and work-related reference.

Vacancies @ The Ministry of Science, Energy, Telecommunications & Transport (Kingston, Jamaica)

The Ministry of Science, Energy, Telecommunications & Transport invites applications from suitably qualified persons to fill the following posts:

• Chief Technical Director, Portfolio Progress and Reporting (GMG/CTD 1) - (Vacant) salary range $10,124,733.00 - $13,616,640.00 
• Director Enterprise Risk Management (GMG/SEG 4) - (vacant) salary range $5,597,715.00 - $7,528,305.00 
• Network Manager (MIS/IT 7) - (vacant) salary range $5,597,715.00 - $7,528,305.00 
• Senior Technical Coordinator (GMG/SEG 3) - (vacant) salary range $4,594,306.00 - $6,178,830.00
• Science Programme Manager (GMG/SEG 3) - (vacant) salary range $4,594,306.00 - $6,178,830.00
• Policy Analyst (GMG/SEG 2) - (vacant) salary range $3,770,761.00 - $5,071, 254.00
• Statistical Officer (SOG/ST 5) - (vacant) salary range $3,094,839.00 - $4,162,214.00 
• Executive Secretary (OPS/SS 4) - Internal Audit and Energy - (vacant) salary range $1,984,305.00 - $2,668,670.00 
• Administrative Assistant (GMG/AM 2) - (vacant) salary range $1,550,136.00 - $2,084,76.00
• Secretary (Contract) - National Commission Science and Technology (NCST) salary range $1,269,83.00

Applications should be emailed to hr@mtw.gov.jm no later than December 1, 2023 at 4:00 p.m. to the attention of:

Director, Human Resource Management and Development,

Ministry of Science, Energy, Telecommunications and Transport,

PCJ Building, 36 Trafalgar Road,

Kingston 10.

Applications should include the names and positions of two (2) senior persons who can provide a character and work-related reference. 

Additional details may be viewed on the Ministry's websites: www.mset.gov.jm or www.mtw.gov.jm 

We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted.

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Secretary (Kingston, Jamaica) - Min. of Science, Energy, Telecommunications and Transport

 JOB PURPOSE

Under the general direction of the Senior Technology Officer/Office Manager, provides administrative, secretarial, programmatic and clerical support to staff of the secretariat and to maintain a functional office environment while performing a variety of non-complex duties.

KEY OUTPUTS

• Maintenance of Executive Director’s calendar/electronic diary;
• Coordination and scheduling of meetings;
• Management of travel arrangements;
• Maintained and secured filing system;
• Recorded and dispatched incoming and outgoing correspondence;
• Attendance at meetings, notes and minutes;
• Efficient customer service;
• Reports;
• Meetings arranged;
• Attend board meeting.

KEY RESPONSIBILITY AREAS
Administrative/Secretarial/Clerical

• Organizes meetings for the Commission as necessary;
• Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook program to ensure co-ordination;
• Handles routine correspondence on behalf of the Executive Director and other members of the Commission by retrieving and sending correspondence from intranet and internet;
• Receives and disseminates information on behalf of the Director and other members of the Division;
• Maintains the Executive Director’s diary electronically by recording appointments, meetings visit etc. on a day-to-day basis and confirms, cancels and reschedules appointment on the Executive Director’s behalf;
• Addresses matters relating to the general maintenance of the Commission;
• Liaises with internal and external customers;
• Attends meetings as required, makes notes and produces minutes for dissemination and followup action;
• Sorts, files and maintains alphabetical, numerical, and subject filing systems;
• Types forms, memoranda, reports and other copy material;
• Checks and compares data for accuracy and completeness;
• Gathers specified information and compiles routine reports;
• Develops and enters data into computer system, and in Excel sheets;
• Answers incoming calls phones according to agreed procedures and transfer to the appropriate staff;
• Records and relays detail information correctly from telephone calls to appropriate staff;
• Takes and distribute accurate messages;
• Greets the public and clients and directs them to the relevant officer;
• Receives, logs, sorts, distributes incoming and outgoing mail;
• Monitors incoming emails and respond or forward as required;
• Fax, scan and photocopy documents;
• Updates and maintains databases such as mailing lists, contact lists and client information;
• Retrieves information as requested;
• Co-ordinates and maintains staff administrative records such as staff parking, staff phones and payments;
• Types documents, reports and correspondence;
• Assists with event planning and implementation of programmes;
• Assists with updating and maintaining internet website as directed;
• Establishes, maintains and updates Facebook page for NCST to keep the public updated of our activities and programs;
• Monitors and maintains office supplies.

Other

• Performs any other related duties assigned from time to time by the

PERFORMANCE STANDARDS

• Assignments are of a high quality and completed within the agreed timeframe;
• Customers are treated promptly and courteously;
• Confidentiality and integrity are maintained;
• Board meetings arranged according to established guidelines;
• Meeting minutes recorded and produced according to establish guidelines and within agreed time frame;
• Diary maintained according to established standards;
• Payment of stipend coordinated according to establish standards. 

REQUIRED COMPETENCIES
The Performance Management and Appraisal System: Guideline System and Reference Manual –
Competency Framework informed the following with grade ‘1’ being the lowest and ‘3’ or ‘4’ the
highest
Core                             Level                         Functional                                                    Level
Oral communication         2                             Initiative                                                         1
Written communication     2             Use of technology (relevant computer                           1
                                                    applications – Microsoft Word, Mail Merge,
                                                PowerPoint, Excel, Publisher, Outlook etc.)

Customer and quality focus 2          Problem solving and decision making                     1

Team work and                  2 Planning and organizing (able to plan own work             2
and task)
cooperation

Interpersonal skills             2                 Technical Skills                                                        2
Compliance                       1

Quality of output               -                     •
Integrity                            4                     • Require limited supervision

                                                                • Work management and prioritizing skills
                                                                • Attention to detail
                                                                • Accuracy
                                                                • Flexibility
                                                                • Reliability
                                                                • Typing and minute taking ability
                                                                • Internet skills including use of e-mails,

                                                                  group messaging and data collection          

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Four (4) CXC or GCE ‘O’ Level subjects inclusive of English Language and a numeric subject;
• Successful completion of the prescribed course of study at the Management Institute for National Development (MIND) or Diploma/Certificate from an accredited secretarial school or successful completion of Certified Professional Secretary Course;
• Proficiency in typewriting at a speed of 50 -55 words per minute and shorthand at a speed of 100 – 120 words per minute;
• Training in the use of Microsoft office and other relevant computer applications;
• Four (4) to five (5) years of relevant experience.

CONDITIONS ASSOCIATED WITH THE JOB

• May be required to work beyond normal working hours to meet critical deadlines;
• Prolonged use of computer.

AUTHORITY

• Signs specified correspondents on behalf of Supervisor.

Applications should be submitted no later than September 29, 2023 at 4:00 p.m. to:

Principal Director,

Corporate Services Division,

Ministry of Science, Energy, Telecommunications and Transport,

PCJ Building, 2nd Floor,

36 Trafalgar Road,

Kingston 10.

Applications should include the names and positions of two (2) senior persons who can provide a character and work-related reference.

Applications may also be forwarded to the email address: careers@mset.gov.jm

Additional details may be found on the Ministry's website: www.mset.gov.jm 

We thank all applicants for expressing an interest; however, only shortlisted candidates will be contacted.