Administrative Assistant (Kingston, Jamaica) - National Education Trust

The National Education Trust (NET) is seeking to recruit a qualified individual to fill the following position: 

Administrative Assistant 

Key Responsibilities:

• Manages the calendars and arranges the schedule for the Infrastructure Management Unit
• Arranges and attends meetings, prepares and transcribes minutes, and ensures that action items from meetings are circulated on time
• Prepares bulletins, schedules, agendas, letters and records, including the filing, retrieval, retention, storage, compilation, coding  and updating of the files
• Develops and maintains databases
• Coordinates local and international accommodation and travel arrangements as required
• Maintains the inventory of office stationery for the Unit 
• Prepares special and recurring Unit reports by gathering, compiling and preparing information from various sources

Required Knowledge, Skills and Competencies:

• Ability to demonstrate integrity, confidentiality and professionalism
• Ability to communicate effectively in writing and orally
• Excellent interpersonal skills with the ability to work well in teams
• Good time management and organizational skills
• Good judgement and initiative and flexibility
• Keen attention to detail
• Sound knowledge of office practices and procedures
• Excellent typing skills
• Excellent knowledge and use of Microsoft Office Suite
• Strong computer and internet research skills
• Proficient in records management

Minimum Required Qualifications and Experience:

• First degree in Business Administration/Administrative Management or equivalent qualifications
• Three (3) years work experience in an administrative position and/or project coordination experience
• Training or experience in Project Management would be an asset

Salary range: $1,711,060.00 - $2,301,185.00 per annum.

Further information on the post can be obtained at www.net.org.jm.

Interested persons are invited to submit applications by Monday, August 4, 2025 to the:

Administrative & Operations Manager,

National Education Trust,

7 Arnold Road, Caenwood Centre, Kingston 5, 

or email: jobs@net.org.jm

Subject: "Administrative Assistant"

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

Accounts Officer (Kingston, Jamaica) - National Education Trust

Job Purpose

To provide support in the administration of the financial affairs of NET through the provision of accurate, timely and reliable accounting information and records in adherence with established GoJ financial and accounting guidelines and generally accepted accounting standards.

KEY OUTPUTS

• Accounting and financial files and records maintained
• Bank accounts reconciled
• Books of accounts maintained
• Payments made to relevant agencies
• Response provided to audit queries
• Fixed Assets Register maintained
• Individual Work Plan

KEY AREAS OF RESPONSIBILITY

Technical/Professional Responsibilities

• Maintains sub-ledgers and statistical records ensuring they are kept current and reconciled with the General Ledger.
• Participates in determining the cash flow requirements of NET, reviews and closely monitors inflows of internal receipts against budgetary target; reporting any expected/project shortfalls and adjusting cash flow projections to the Accounts and Finance Manager.
• Prepares assigned financial statements and financial reports for review and analysis by the Accounts and Finance Manager
• Assists with coordinating the preparation for external auditors; conduct research and participates in the preparing of responses to queries and implementing recommendations from internal and external auditors.
• Manages accounts payable transactions; ensures that suppliers’ credit is properly utilized and reasonable credit terms are obtained.
• Liaises with the Accountant General’s Department on accounts payable matters; follows up to ensure creditors’ payments are made on time and statutory deductions are remitted to the relevant authorities within stipulated timeframe to ensure compliance with all regulations by NET.
• Prepares journals and other adjusting entries to the financial accounts.
• Ensures that the assets and liabilities of the Bank are properly recorded and maintenance of the fixed assets register.
• Prepare bank reconciliation for all bank accounts.
• Prepares monthly expenditure statements and ensures that expenditure conforms to budgetary limits.
• Individual Work plan prepared

Other

• Undertakes any other related duties assigned by the Accounts and Finance Manager within the scope of the job.

PERFORMANCE STANDARDS

• Payments to contractors and suppliers are accurate and timely.
• Salary payments are accurate, timely and appropriate statutory deductions made as scheduled.
• Financial and accounting files and records are up-to-date and accurately maintained.
• Bank accounts accurately reconciled on a monthly basis.
• Professionalism is consistently demonstrated in the performance of duties
• Established targets are consistently achieved.
• Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET
• Correspondence and reports are prepared in a timely manner and a high level of accuracy is maintained.
• Confidentiality, dependability and tact are consistently displayed in the conduct of duties.

Internal and External Contacts (specify purpose of significant contacts)

Within the National Education Trust and the Ministry of Education & Youth

Contact (Title)                            Purpose of Communication
1. Unit Team members                 Information sharing on bills to be paid, cash flow projections, preparation                                                      of procurement plan

2. Infrastructure Management Exchange of information re verification of and time-frame for payments,                                                       cash flow and budget preparation.

Contacts external to the organisation required for the achievement of the position objectives

Contact (Title)                                                        Purpose of Communication
Banks                                                                   Conducting banking transactions
Ministry of Finance & the Public Service             Exchange of information
Contractors/consultants                                         Exchange of information
Suppliers                                                               Exchange of information
Auditor General/External Auditors                       Provision of information
REQUIRED KEY COMPETENCIES

Core

• Ability to demonstrate integrity, confidentiality and professionalism
• Ability to communicate effectively orally and in writing
• Excellent interpersonal skills with the ability to work well in teams
• Sound analytical skills with ability to demonstrate initiative and judgment
• Excellent planning and organizing skills with the ability to work under pressure and meet deadlines
• Proficiency in the use of Microsoft Suite and other relevant computer applications

Technical

• Sound knowledge of the FAA and PBMA Acts and related regulations
• Sound knowledge of Government financial and accounting systems
• Sound knowledge of financial planning, analysis and reporting
• Knowledge of relevant Acts governing the operations of NET
• Knowledge of Government procurement and contract administration law, rules and regulations.

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Bachelor’s Degree in Accounting, Business/Management Studies majoring in Finance/Accounts or equivalent qualifications or professional designation such as ACCA Level 11.
• At least two (2) years’ experience in Accounting.

AUTHORITY

• To review and verify payment voucher and commitment forms
• To recommend payments within stipulated limits

SPECIAL CONDITIONS

• Required to work beyond normal working hours at times to meet deadlines

Salary Scale: $3,501,526.00 - $4,709,163.00

Qualified and interested candidates are invited to submit their application for the following vacancy.

Administrative & Operations Manager,
National Education Trust,
37 Arnold Road, Caenwood Centre,
Kingston 5.
Email: jobs@net.org.jm

We thank all applicants for expressing their interest. However, only shortlisted candidates will be contacted.

Administrative Assistant (Kingston, Jamaica) - National Education Trust

 JOB TITLE: Administrative Assistant

JOB GRADE: Level 2
POST NUMBER:
DIVISION/UNIT Executive Office
REPORTS TO: Executive Assistant
MANAGES DIRECTLY: N/A
Salary Scale: $1.700,000 - $2.300,000

STRATEGIC OBJECTIVES OF THE UNIT

• To provide adequate and well-maintained school spaces, enhanced infrastructure and an appropriate teaching environment.
• To be the agency through which Government of Jamaica (GoJ) accesses donations from local, regional and international bodies for the funding of educational development projects.
• To create and foster partnerships with public and private sector organisations as well as the Jamaican Diaspora, which will facilitate opportunities for funding of educational infrastructure and other educational projects.

JOB PURPOSE

• To provide administrative and secretarial/office support to the Executive Office and assist with ensuring that the functions of the Unit are performed in an effective and

efficient manner.
KEY OUTPUTS

• Visitors accorded appropriate attention and excellent customer service displayed at all times
• Correspondence composed/prepared and dispatched
• Telephone calls and mail processed
• Minutes prepared and disseminated as necessary
• Minutes and Registers maintained
• Databases maintained
• Information collected
• Record Storage and retrieval system in place
• Annual work plan prepared
• Reports, correspondence, spreadsheets, presentations
• Workshops, seminar, meetings, events, appointments and schedules arranged
• Travel schedules/reservations/itineraries arranged
• Research undertaken and reports prepared

KEY AREAS OF RESPONSIBILITY
Secretarial

• Manage the calendar of the Managers of the Unit.
• Receive and log incoming and outgoing mails of the unit.
• Draft responses on matters for which authority has been delegated.
• Make arrangements for meetings/training events/travelling on behalf of the Managers of the Unit.
• Answer the telephone, screen callers, receives and relays messages.
• Log all referrals to the Executive Unit.
• Maintain records for the Executive Unit, including the filing, retrieval, retention, storage and updating of both computerized and manual files.
• Attend meetings, prepare and transcribe minutes and ensures that action items from meetings are circulated in a timely manner.
• Maintain minutes and meeting attendance registers.
• Maintain database of stakeholders
• Receive, greet and direct visitors

Administrative Responsibilities

• Monitors stock levels of office supplies and prepares requisitions for the replenishment of supplies.
• Coordinate local and international accommodation and travel arrangements as required.
• Receive complaints, questions and requests in person or by telephone; provides the necessary information where possible or refer persons to the relevant authorities.
• Perform other related functions assigned from time to time.
• Maintain databases

PERFORMANCE STANDARDS

• Correspondence, minutes and reports are prepared in a timely manner and a high level of accuracy maintained.
• Confidentiality, dependability and tact are consistently displayed in the conduct of duties.
• Courtesy and professionalism are displayed in the conduct of duties.
• Stipulated deadlines are consistently met.
• Records are accurate, up-to-date and easily retrieved.
• Incoming/outgoing mail is dealt with as per agreed timelines.
• Arrangements for meetings/training and travel executed as per agreed timelines.
• Targets outlined in annual work plan met
• Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET
• The databases maintained
• Established targets are consistently achieved.

Internal and External Contacts (specify purpose of significant contacts)

• Within the National Education Trust

Contact (Title) Purpose of Communication
Staff of the Division/Unit To provide services and obtain information
Other staff of the NET To obtain / share information

• Contacts external to the organisation required for the achievement of the position objectives:

Contact (Title) Purpose of Communication
Ministry of Education & Youth Liaise with relevant officers as required.
External Callers To provide information within the agreed authority.
External Technical Representatives Liaise with relevant technical experts as required.

REQUIRED KEY COMPETENCIES
Core

• Ability to demonstrate initiative, professionalism and confidentiality
• Good judgment and initiative
• Good time multi-tasking skills
• Excellent attendance and punctuality
• Ability to demonstrate integrity, confidentiality and professionalism.
• Ability to communicate effectively in writing and orally.
• Excellent interpersonal skills with the ability to work well in teams.
• Good time management and organizing skills
• Good judgment and initiative and flexibility
• Keen attention to detail

Technical

• Good knowledge of the policies and procedures of administrative systems
• Excellent skills in the operation of standard office equipment, including photocopiers and presentation equipment
• Sound knowledge of office practices and procedures
• Excellent typing skills and proficiency in word processing
• Good knowledge of the policies and procedures of the National Education Trust, as well as its administrative systems
• Excellent knowledge and use of Microsoft Office Suite.
• Strong computer and Internet research skills
• Proficient in records management

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• First Degree in Business Administration/Administrative Management or equivalent qualifications
• Three (3) years working experience in an administrative position and/or project coordination experience.

AUTHORITY

• To access confidential files within the Unit
• To screen callers and visitors to the Unit
• To requisition office supplies for the Unit
• To assess and recommend venues for events
• Book external facilities for meetings and training courses

SPECIAL CONDITIONS

• Required to travel to meetings locally to take minutes and record decisions for action
• May be required to work beyond normal working hours from time to time to meet deadlines

Qualified and interested candidates are invited to submit their application for the following vacancies.

Applications should be submitted by Friday, August 9, 2024 to:

Administrative & Operations Manager,
National Education Trust,
37 Arnold Road, Caenwood Centre,
Kingston 5.
Email: jobs@net.org.jm

We thank all applicants for expressing their interest. However, only shortlisted candidates will be contacted.

Administrative Assistant, etc (Kingston, Jamaica) - National Education Trust

 The National Education Trust (NET) invites applications from suitably qualified persons for the following vacant positions:

• Internal Auditor (Level 6) - Salary range: $5,198,035.00 - $6,990,779.00
• Procurement Officer (Level 4) - Salary range: $3,501,526.00 - $4,709,163.00 
• Records Officer - Salary range $2,803,771.00 - $3,770,760.00
• Administrative Assistant - Salary range $1,711,060.00 - $2,301,185.00
• Administrative Assistant - Donor & Partnership Management Unit (Level 2) - Salary range $1,711,060.00 - $2,301,185.00

Records Officer (Kingston, Jamaica) - National Education Trust

The National Education Trust (NET) is seeking to recruit a qualified and enthusiastic professional to fill the following position on our team: 

Records Officer 

Key Responsibilities:

The officer is responsible for developing, implementing systems to organize, maintain, and protect NET's manual and electronic records, and to manage the retention and disposal of records.

Minimum Required Qualifications and Experience:

• Bachelor's degree in records management, documents management, archives management, library and information sciences, or a related field of study
• Knowledge of content and document management systems would be an asset 
• Two (2) years experience in administrative/document management
• Proficient in the use of Microsoft Office Suite applications
• Knowledge of current legislation regarding data protection and freedom of information would be an asset

Note: Full details of the post can be obtained from the National Education Trust's website at http://net.org.jm.

Qualified and interested candidates are invited to submit their application by Friday, December 22, 2023 to: 

Administrative & Operations Manager,

National Education Trust,

37 Arnold Road, Caenwood Centre

Kingston 5 or email: jobs@net.org.jm

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

Administrative Assistant, Procurement Officer (Kingston, Jamaica) - National Education Trust (NET)

 The National Education Trust (NET) is seeking to recruit qualified and enthusiastic professionals to fill the following positions in our Procurement Division at our location in Kingston:

Procurement Officer

Key Responsibilities

The position is responsible for assisting with timely, quality and cost effective administrative procurement services on behalf of NET.

Minimum Required Qualification and Experience

• Bachelor's Degree in Public or Business Administration. Purchasing and Supply Management, Accounting or equivalent.
• At least two (2) years' purchasing related experience.
• Certified GOJ Procurement  Professional (IMPRI Certification would be an Asset).

Administrative Assistant

Key Responsibilities

The position is responsible for general  administrative and secretarial/office support for the financial, accounting and procurement activities in the Unit.

Minimum Required Qualification  and Experience

• Bachelor's Degree in Business Administration/Administrative Management.
• At least three (3) years' working experience in an administrative position.

PLEASE NOTE:

Full details of the post can be obtained from the National Education Trust's website at http://net.org.jm

Qualified and interested candidates are invited to submit their applications by Friday, May 20, 2022 to the:

Human Resource Manager

National Education Trust

37 Arnold Road, Caenwood Centre

Kingston 5

or

Email: jobs@net.org.jm

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