Administrative Assistant (Kingston, Jamaica) - Sagicor Group Jamaica Ltd.

"Looking for a diverse and rewarding career? If you're looking to grow your career within a stable and growing financial services company, then Sagicor may be right for you!"

Sagicor Bank Jamaica Limited is seeking a suitable candidate to join our Credit Risk team in the capacity of:

Administrative Assistant

Manage the office of the Vice President and Assistant Vice President - Credit Risk, including mail, voice and email.

Monitor and download credits from the Jamaica Credits mailbox.
Administration of Delegated limits of Authority for Credit Adjudication, Retail Banking and SME Banking.
Submit board reports for Sagicor Bank Credit Committee Meeting.
Update and prepare reports from the Transaction Blotter.
Manage meeting schedules and timely reports submission.
Provide administrative support for the Credit Risk Department in fulfilling the achievement of the goals and objectives of the credit department.



Location: Kingston

As an Administrative Assistant, you will:

• Consistently update calendars with meetings/appointments and schedule relevant meetings as directed and ensure timely reminders to officers.
• Sort and forward all necessary correspondence daily.
• Prepare letters based on requests for permanent/temporary assignment of Delegated Lending Authorities (DLAs) for Adjudicators, Branch Managers, Personal Banking Officers and SME Bankers, update personnel files and update/maintain DLA master list.
• Assist in the preparation, formatting and dispatching of circular letters for the Adjudication Unit.
• Monitor the mailbox daily, log new applications and submit to the VP/AVP for assignment and submit to relevant Adjudicator for review.
• Assign incoming credit card applications to Assistant Managers.
• Update the Transaction Blotter report template with incoming credits and responses daily.
• Prepare daily incoming credit reports for submission to the AVP.
• Maintain and upload credit approvals for VP on relevant shared drives and promptly retrieve hard files as necessary.
• Ensure relevant report submissions as per established timelines.
• Manage queries and requests for internal and external clients.
• Respond courteously and promptly to all internal and external queries.
• Prepare orders and maintain stationery supplies and relevant items for unit.
• Prepare user access requisitions for relevant systems for team members.
• Review and submit responses to quarterly User Role Listings from Information Technology.
• Process relevant invoice payments via docu-sign.
• Maintain schedule for quarterly BCC meetings.
• Ensure the timely collating and submission of board papers within established timelines.
• Record and ensure the timely completion of minutes of board meetings.
• Perform other job-related duties assigned from time to time.

What do you need?

• Bachelor's Degree in Human Resource Management, Management Studies or equivalent qualification from a recognised tertiary institution.
• Certified Professional Secretary Qualification.
• At least three (3) years’ working experience as an administrator, one (1) of which should be in an administrative position in a department.
• Knowledge of the Bank’s policies and procedures.
• In-depth knowledge of the operations of the credit lending process.
• Ability to work under pressure, independently in client and team-oriented environment.
• High degree of accuracy and detail oriented.
• High degree of confidentiality and flexibility.
• Ability to prioritize and time management skills.
• Ability to multitask and to interface with personnel at all levels.
• Excellent human relations, administrative, oral, and written communication skills.
• Sound knowledge of computer software packages including spreadsheet and word processing applications

If this role is of interest to you, kindly submit an application via Sagicor's career portal no later than May 23, 2025.

While we appreciate all applicants, only applications received via Sagicor's career portal https://career4.successfactors.com/career?company=sagicorfinP2 will be considered.

Administrative Assistant (Kingston, Jamaica) - Newport-Fersan (Jamaica) Limited

Newport-Fersan (Jamaica) Limited (NFJ) is the sole manufacturer/blender of quality fertilizers to the Jamaican market. Established in 2004, the company has been using cutting-edge technology, ongoing research and development to solve problems for the agricultural sector. Our purpose is to find solutions for our customers. 

Our need:

We are looking for a highly driven, detail-oriented and dynamic Administrative Assistant to provide administrative support to the Sales and Technical Department. To be successful in this role, the incumbent must be well organized and must be able to use his/her initiative.

Specific Skills, Knowledge and Techniques required:

The ideal candidate must have the following skillsets/competencies:

• Excellent verbal and written communication skills
• Outstanding organizational, time management and interpersonal skills 
• Must be able to work well under pressure and pays attention to details with a strict adherence to deadlines
• Very good presentation skills
• Proficiency in the use of Microsoft Office Suite applications
• Must have the ability to exercise sound judgement

Qualifications and Experience:

• Associate degree in Business Administration or any other related field from a recognized institution 

Plus

• At least two (2) years experience working in a similar capacity

Interested persons should submit applications via email no later than April 11, 2025 to:  

Vacancy - Administrative Assistant 

Newport-Fersan (Jamaica) Limited

Email: hr@newportfersan.com

Thanks to all applicants, however, only shortlisted candidates will be contacted.

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Executive Assistant (St. Mary, Jamaica) - Guardsman Group

 

Tower Isle - St.Ann/St. Mary

The Executive Assistant will support the VP & Assistant VP of Operations by managing administrative tasks, organizing schedules, coordinating communication, and ensuring smooth daily operations.

Reports To:

Vice President, Intergrated Operations
Assistant Vice President, Intergrated Operations
Company Overview:

Guardsman Metaverse is a leader in security solutions, specializing in the integration of physical and technological security services. We provide innovative and customized solutions that combine cutting-edge technology with physical security to protect our clients in the most effective and efficient way possible.

Position Summary:

The Executive Assistant will support the VP & Assistant VP of Operations by managing administrative tasks, organizing schedules, coordinating communication, and ensuring smooth daily operations. This role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks with professionalism and discretion. The ideal candidate is proactive, adaptable, and able to work in a fast-paced environment.

Key Responsibilities:

• Administrative Support: Manage and maintain the VP's & Assistant VP's calendar, scheduling meetings, appointments, and travel arrangements. Ensure the VP & Assistant VP is prepared for meetings and presentations.
• Communication: Serve as a primary point of contact for internal and external communications, including drafting, reviewing, and distributing correspondence on behalf of the VP & Assistant VP.
• Project Coordination: Assist in organizing and tracking project timelines, deliverables, and communications. Ensure the VP & Assistant VP is updated on key project milestones.
• Meeting Management: Prepare agendas, take minutes during meetings, and follow up on action items. Coordinate and organize meetings, conference calls, and other events as needed.
• Information Management: Maintain organized and up-to-date files, records, and reports. Handle confidential information with discretion and maintain a high level of trust.
• Research and Reporting: Conduct research on industry trends, competitors, and emerging technologies. Prepare reports, summaries, and presentations for internal and external use.
• Office Management: Coordinate with other departments to ensure the VP & Assistant VP office is equipped and functional. May include ordering supplies or managing budgets for departmental needs.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Three plus (3+) years of experience in an executive assistant or high-level administrative support role, ideally in a technology or security-related industry.
• Excellent organizational and multitasking skills, with the ability to prioritize and manage competing demands.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and virtual meeting tools (Zoom, Microsoft Teams).
• Ability to work independently, anticipate needs, and take initiative.
• High level of professionalism and discretion in handling sensitive information.

Preferred Skills:

• Experience working in a fast-paced, technology-driven environment.
• Knowledge of security technology trends is a plus.
• Strong problem-solving abilities and a proactive mindset.

What We Offer:

• Competitive salary and benefits package.
• Opportunities for growth and professional development within a dynamic and forward-thinking company.
• Collaborative work environment with a focus on innovation and continuous improvement.

We appreciate all applicants, however, ONLY shortlisted candidates will be contacted.

Email: hr@guardsmangroup.com

HR Admin Assistant, Cooks, Driver, etc (Montego Bay, Jamaica) - Goddard Catering Group (Jamaica) Limited

Join our dynamic and growing team at GCG - Catering Montego Bay! We are seeking talent and passionate individuals for multiple vacancies in various departments. If you're driven, eager to contribute, and ready to take the next step in your career, we want to hear from you!About us

Goddard Catering Group (Jamaica) Ltd., a subsidiary of Goddard Enterprises Limited (GEL), is a member of the GCG Group which operates in 21 countries in the USA, the Caribbean, Central and South America. We are seeking to recruit passionate, skilled and highly motivated individuals to join the team at our Montego Bay location.

Positions Available In Organisation

• HR Administrative Assistant
• Driver
• Pantry Cooks
• Pastry Cooks
• Sanitation Personnel
• Storeroom Supervisor
• Storeroom Manager

Minimum Qualifications:

• Minimum five (5) CXCs to include Mathematics and English Language
• Professional certification in the area for which you are applying
• Experience in similar environment

Skills And Other Attributes Required:

• Strong communication skills
• The ability to work in a team environment
• The ability to function well under pressure

Please type the position that you applying for in the subject line of email: caterhrd.mbj@gcggroup.com.

Only shortlisted candidates will be contacted.

Administrative Assistant (Ocho Rios, St. Ann, Jamaica)

 

Are you organized, proactive, and ready to make a difference?

We're hiring an Administrative Assistant to help keep our operation running smoothly.

Key Responsibilities:

• Manage schedules, records and correspondence
• Assist with reports, presentations, and meeting preparations
• Coordinate tasks with staff and vendors
• Handle inventory, supplies and payroll support

What we're looking for:

• Qualifications: Certificate or diploma in Business administration or related field
• Experience: Two plus (2+) years in administrative role
• Skills: Proficiency in Microsoft Office, organization and communication

Why join us?

• Competitive salary and benefits
• Opportunities for growth and benefits
• Supportive, team-oriented environment

Apply Now: Send your resumes and cover letter to: pokolokoja.resume@gmail.com

Telephone: (876) 322-4677. 

Be the leader we're looking for!

Your next career move starts here! 

Administrative Assistant (Manchester, Jamaica) - Creation Foods limited

 

We are hiring!

Open position: Administrative Assistant

Qualifications:

• Have previous experience in administrative or customer service roles
• Have successfully completed four (4) CSEC subjects including English Language, Mathematics or Accounts
• Possess strong communication skills
• Computer proficient

Apply today!

Send your CV to: info@creationfoods.net

Creation Foods Limited

2 Old Road, Kendal District, Manchester

Tel: (876) 603-3099 / (876) 578-3576

Website: www.creationfoods.net

Adding fibre and nutrition to your diet.

Administrative Assistant/Data Entry Clerk (Kingston, Jamaica) - Central Medical Laboratories Limited

 

Administrative Assistant/Data Entry Clerk to perform all facets of administrative duties, including business reporting and basic human resources duties.

Roles and Responsibilities:

• Extremely organized and deadlines focused
• Assist with staff scheduling for flexi-shift system where necessary
• Interacting with external organizations - suppliers, government agencies, etc
• Perform protocol functions, and general administration
• Knowlege of disciplinary procedures
• Assisting with basic HR duties such as vacation leave scheduling, shift planning, monitoring attendance and overtime
• Manage and organize meetings, preparation of minutes and related communication tasks
• Working closely with accounts and technical departments to ensure smooth company operations
• Perform data entry and filing functions

Requirements:

• Three (3+) plus years administrative experience in service industry
• Minimum graduate level education
• Proficient in English Language
• Competency in Microsoft Office, Excel, PowerPoint and Publisher - intermediate level
• Able to work shift including Saturdays and schedules up to 7:00 p.m. 
• Strong communication skills - small, SMS
• Experience in payroll preparation 
• Basic accounting - payables and stock inventory and control

Interested candidates are requested to submit CVs to: hrmanager@cmlabsja.com 

Only applicants who have been shortlisted will be contacted.

Teachers for Tivoli Gardens High School (Kingston, Jamaica)

 Academic Staff Urgently needed:

• One (1) full-time Mathematics Teacher - six (6) months
• One (1) full-time Physics/Integrated Science Teacher - clear vacancy

Administrative Staff:

• Assistant Bursar
• Associate degree in Business Management/Accounting
• Degree in Business Management/Accounts

Apply to: 

The Chairman

c/o Tivoli Gardens High School

Industrial Terrace,

Kingston 14.

Email: tivoligardens.high.kin@moey.gov.jm

Administrative Assistant (Kingston, Jamaica) - National & Community Cooperative Credit Union Ltd.

 

National & Community Cooperative Credit Union Limited is seeking an Administrative Assistant to support the company's General Manager in the day-to-day operation as required.

Qualifications and Work Experience:

• Bachelor of Science (BSc) degree in Business Administration
• Two (2) to three (3) working experience as an Administrative Assistant

Duties:

• Perform administrative support to the General Manager, Board, Supervisory & Credit Committees
• Prepare and produce minutes of Board, Asset Liability Management (ALM), Board Sub Committees, Management and other meetings
• Collate and present documents for monthly Board Meetings and circulate circulars/memorandum/advisories to respective staff members
• Provide support to all Managers acting as a collaborative partner for the Credit Union
• Responsible for calendar management and coordination of meetings including but not limited to Management, Supervisory, Disciplinary and General Staff
• Type and file confidential matters

Special Conditions Associated with the job:

• Work occasional overtime hours - Attending Board and other Board Sub Committee meetings

Other Administrative Activities:

• Scheduling meetings and appointments for the General Manager and other Managers
• Collating and preparing agenda and minutes for Management Meetings
• Preparation of letters as requested for external parties
• Any other administrative duties as prescribed by the General Manager
• Other administrative duties

Skills:

• Excellent time management and organizing skills
• Excellent interpersonal skills - Ability to deal effectively with people at all levels
• Excellent telephone, oral and written communication skills
• Possess good coordination, organization and time management skills
• Possess good minute taking and report writing skills
• Proficient with Microsoft Office Suite, especially Excel and Word 

Desired Attitudes/Personal Traits:

• Display high degree of self-assurance/confident
• Maturity and integrity
• Confidentiality
• Professionalism

How to apply: 

Interested candidates are invited to submit their resume and cover letter to careers@ncccreditunion.com by October 25, 2024.

Executive Assistant (Kingston, Jamaica) - Rubis Jamaica

 Job Summary

To provide confidential organizational assistance and general administrative support by working closely with the Managing Director and the executive management team on the execution of confidential strategies and action plans within the business, maintaining an accurate records management system, executing special projects, conducting research and analysis and providing relevant information, attending meetings with or on behalf of the Managing Director, helping to develop and execute communication plans and maintaining good relations with all heads of departments.

Key deliverables will include but not limited to:

• Providing general administrative support to the Managing Director and Executive Management Team
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executives’ behalf
• Maintaining comprehensive and accurate records
• Performing minor accounting duties
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Acting as the point of contact between the executives and internal or external colleagues
• Organizing meetings and booking meeting rooms
• Handling correspondence directed to managers
• Making travel arrangements and detailed travel itineraries
• Taking dictation and minutes and writing them up subsequently
• Producing reports and presentations
• Handling all matters requiring interactions with the Company Office of Jamaica, Office of Stamp Commissioner, Registrar General’s Department and Office of Titles
• Preparing, executing, and storing all contracts (except HR employment contracts) and manage the Companies Contract Management System
• Preparing procedural documents of all cases for mediation, arbitration, and litigation and co-ordinating the scheduling of hearings at the Supreme/Resident Magistrates Courts and Dispute Resolution Foundation

Skills & Attributes

• Excellent communication and interpersonal skills
• Good command in both oral and written English
• Proficiency in computer skills and in-depth knowledge of Microsoft Office Suite
• Protocol and situational appropriateness
• Good judgement and decision-making ability
• Attention to details and a commitment to maintain high standards and discipline
• Skill in multi-tasking and time management
• Able to work well under pressure, both independently and as a team
• Analytical and results oriented
• Work on own Initiative and be highly personally and professionally motivated
• Ability to work well at all levels
• Must be approachable and helpful to all and promote and support team development
• Promotes and personally observes safety and security procedures.

Qualifications & Experience

• First degree in related discipline and/or Professional Certification
• Paralegal Qualification would be an asset
• At least 3 years’ experience providing support at a high level
• Knowledge of standard office administrative practices and procedures
• Knows how to execute with excellence

Send applications to:  n.clarke@rubis-caribbean.com

Administrative Assistant (Kingston, Jamaica) - Isratech Jamaica

As administrative assistants, candidates should be professional, polite, and attentive while also being accurate. The candidate should always be prepared and responsive, willing to meet each challenge directly. He/she must be comfortable with computers, and general office tasks, and excel at both verbal and written communication. Most importantly, the candidate should have a genuine desire to meet the needs of others.

Specific Requirements/Duties of the position include:

• Handling office tasks, such as filing, generating reports and presentations and setting up meetings
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Attend and represent the company at Expos and Trade shows.
• Assist with providing after-sale service to customers.
• Assist with paying courtesy calls to current and prospective customers.
• Expedite the resolution of customer issues and complaints, and capitalize on feedback.
• Effectively prepare quotations, invoices, sales orders, and requisitions.
• Prepare monthly reports

Qualifications and Experience

• Associate’s degree in a related field.
• Knowledge of QuickBooks
• Prior Sales background
• Prior administrative experience.
• Excellent computer skills, especially typing.
• Attention to detail

Human Resource Officer
Isratech Jamaica Ltd.

Email: organisationalrecruitment@gmail.com

NB: Please enter “ADMINISTRATIVE ASSISTANT” in the subject field in the email for consideration. We thank all applicants for their interest but only shortlisted candidates will be contacted.

Admin Assistant & In-house Sales Coordinator (Montego Bay, Jamaica) - ORiJiN

 

Job Title: Administrative Assistant & In-House Sales Coordinator

Location: Montego Bay, Jamaica

Administrative Assistant - Level 4 (Kingston, Jamaica) - National Works Agency

The National Works Agency, an executive agency of the Government of Jamaica, is seeking suitably qualified individuals for the under-mentioned position: Administrative Assistant.  (Level 4)

Salary: $2,803,771.00

Qualifications and Experience:

• A minimum of four (4) CXC-CSEC subjects or equivalent including English Language
• Certificate or diploma in Secretarial Studies from a recognized tertiary institution
• Certified Administrative Professional (CAP) designation or undergraduate degree in a Social Science discipline
• A minimum of three (3) years related work experience

Principal Duties.Responsibilities/Skills:

• Office management and organizing skills
• Excellent knowledge and use of computer applications (Microsoft Word Excel, PowerPoint, Publisher, etc, Adobe Acrobat Porofessional) 
• Very good communication skills and human relations skills
• Creativity, innovation and problem-solving
• Establish and maintain filing an records management system
• Plan and arrange for internal and external meetings
• Prepare travel arrangements and itinerary
• Record minutes of meetings
• Prepare reports as directed by Managers
• Monitor items delegated
• Excellent customer service skills
• Provide reminders and advice on priorities and matters requiring urgent attention
• Prioritize documents, letters, calls, or visitors needing attention/response

Submit applications in writing no later than Monday, September 23, 2024 to: 

Human Resources Manager,

National Works Agency

140 Maxfield Avenue,

Kingston 10. 

Or

email: recruitment@nwa.gov.jm

The Agency thanks all applicants, however only shortlisted individuals will be contacted for an interview.

Looking for a housekeeping, babysitting or nursing job or a gardener, a handyman job? Go here and click follow: https://876domesticworkerscaregivers.blogspot.com

Administrative Assistant (Kingston Jamaica)

 

A small law firm urgently requires an Administrative Assistant.

Candidate must have:

• Four (4) CSEC subjects including English Language at grade 1 or 2
• Excellent written and oral communication skills, including letter and report writing
• Excellent time management skills with an ability to prioritize work
• Computer proficiency (Microsoft Office Suite applications)
• Scrupulous attention to detail
• Two (2) to three (3) years experience in a law firm or office environment

Email application letters and CVs to: kelaw06@gmail.com by 12 September 2024.

Only shortlisted applicants will receive a response.

Administrative Assistant (Kingston, Jamaica) - National Land Agency

 Salary range: $3,501,526.00 - $4,709,163.00 per annum

This position reports to the Chief Executive Officer;

Job Purpose:

• To provide direct and confidential administrative support to the CEO, ensuring effective and efficient workflow with the internal and external customers
• To perform, coordinate and oversee administrative and secretarial duties as required but the CEO

Minimum Required Qualifications and Experience:

• Undergraduate degree in Management/Administration or relevant certification in secretarial disciplines
• A minimum of three (3) years related experience
• Competent in the use of Microsoft Office Suite
• Sound knowledge of NLA's operations, products and services would be an asset

Detailed information about this position can be accessed from the  Agency's website at www.nla.gov.jm. 

A letter of applications accompanied by a resume should be submitted no later than September 13, 2024 to: jobapplications@nla.gov.jm for the attention of:

Director, Human Resource Management & Development,

National Land Agency,

8 Ardenne Road,

Kingston 10.

We appreciate all responses, but only shortlisted applicants will be contacted.

Administrative Assistant (Kingston, Jamaica) - Scientific Research Council

 

HIRING NOW! 

Administrative Assistant

Information Services Division

Salary $2,190,302 per annum

Requirements:

• BSc degree in Business Administration or equivalent
• Three (3) years post qualifications experience in a related field
• Proficiency in Microsoft Office Suite applications
• Proficiency in speedwriting and/or shorthand skills
• Results oriented and ability to meet deadlines
• Excellent customer service skills
• Attention to detail and high level of accuracy
• Ability to communicate effectively (both orally and in writing) at all levels

Apply now: Submit your applications to hradmin@src-jamaica.org 

Application deadline: September 5, 2024.

Visit our website for further job details: www.src.gov.jm  

Tel: (876) 927-1771-4

Administrative Assistant (Kingston, Jamaica) - Inter-Secondary Schools Sports Association (ISSA)

The Inter-Secondary Schools Sports Association, is inviting applicants who are goal oriented, creative, and energetic and have a passion for customer satisfaction and sports to apply for the position of:

ADMINISTRATIVE ASSISTANT 

The successful applicant should have:

• Bachelor's degree in Business Administration or Sports related field
• Two (2) years experience
• Excellent team player skills
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Strong organizational and planning skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite applications

Applications should be submitted to: 

The President,

Inter-Secondary Schools Sports Association,

74 Red Hills Road,

Kingston 20.

Email: hcameron@issasports.com

No later than Friday, August 16, 2024.

Only shortlisted applicants will be contacted.

Administrative Assistant (Kingston, Jamaica) - Caribbean Maritime University

The Caribbean Maritime University (CMU), the only specialized maritime university in the English-speaking Caribbean is inviting applications for the post of ADMINISTRATIVE ASSISTANT (Level 3).

JOB SUMMARY

To provide administrative support to the Faculty of Shipping and Logistics by the monitoring and scheduling of activities, appointments, meetings, and conferences, by drafting and preparing correspondence and required reports and any other related matters as necessary. To collaborate and corroborate with the Dean, Deputy Dean and Heads of Department, on all matters relating to the faculty.

PRIMARY RESPONSIBILITIES

• Responses to correspondence (internal and external) drafted.
• Efficient filing and records management system for the faculty established and maintained.
• Requested documents prepared for submission on behalf of the faculty.
• Quality Records, Risks Log, Class visitation logs, student complaint logs etc. updated and maintained.
• Events to be undertaken by the faculty organised and managed.
• Minutes of meetings held by the faculty recorded and circulated.
• Prepared, verifies and updates of timetables and room allocation records.
• Referred matters to the relevant personnel for follow-up action
• Supports the preparation of Contracts for Adjunct Faculty by checking for accuracy of data provided.
• Claim forms verified and submitted.
• Accurate information provided in relation to the faculty.
• Collaboration with personnel in the other Faculties/Departments and external agencies established.
• Quality of information and timely provision of information to requesting parties maintained.
• Customers’ queries and concerns addressed.

SPECIFIC JOB REQUIREMENTS

• Filing and record management system is developed and implemented according to established criteria and standards.
• Correspondence and documents are typed error-free and within agreed timelines
• Confidentiality and integrity are maintained during the typing of correspondence for the faculty.
• Documents when typed are checked for accuracy and are logged in prescribed format
• Minutes/Notes of meetings are recorded, prepared and circulated according to established formats and timelines
• Events are efficiently organised on behalf of the Faculty/Department/School as requested by the Vice President, Dean or Head of Department.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the faculty.
• Provides administrative support to the lecturing staff.

REQUIRED KNOWLEDGE & EXPERIENCE

• Bachelor of Science Degree in Business Administrative Management or equivalent degree
• Certificate in Administrative Training
• At least three (3) years administrative or related experience
• Computer proficiency

REQUIRED COMPETENCIES

Core

• Highly confidential
• Good interpersonal skills
• Excellent written and verbal communication skills including presentation skills
• Ability to manage time effectively
• Ability to handle sensitive matters with tact and diplomacy
• Commitment to self-empowerment and improvement
• Sound knowledge of general office procedures and practices
• Good research and information gathering skills

Technical

• In depth knowledge of the student management system and quality management system.
• Filing and record management system is developed and implemented according to established criteria and standards.
• Correspondence and documents are typed error-free and within agreed timelines
• Confidentiality and integrity are maintained during the typing of correspondence for the faculty.
• Documents when typed are checked for accuracy and are logged in prescribed format
• Minutes/Notes of meetings are recorded, prepared and circulated according to established formats and timelines
• Events are efficiently organised on behalf of the faculty as requested by the Vice President, Dean or Head of Department.
• Contacting guests/external customers to keep them informed regarding the details of various events supported by the faculty.

Interested persons should send their application and resume by July 31, 2024 to: hr@cmu.edu.jm

Director, Human Resources & Administration/Deputy Registrar

P.O. Box 8081

Kingston

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 (Kingston, Jamaica) - China Harbour Engineering Company (CHEC)

 

Description:

Procurement Management, Office Asset Management, Agenda and Minutes Management, Reimbursements, General Administrative Tasks

Procurement Management:

• Purchase office supplies, stationery, gifts, and other necessary items as per organizational requirements.
• Maintain inventory levels and ensure timely replenishment of supplies.
• Source vendors, negotiate prices, and establish favorable terms of procurement.

Office Asset Management:

• Oversee the maintenance and functionality of office equipment such as printers, computers, and other hardware.
• Coordinate repairs and upgrades as needed to ensure seamless operations.
• Assist staff in connecting to office printers and other hardware devices, providing technical support as needed.

Reimbursement Processing:

• Manage employee reimbursement requests, ensuring adherence to company policies and procedures.
• Process reimbursement claims accurately and in a timely manner.
• Address any residential issues with the landlord.

Agenda and Minutes Management:

• Prepare and distribute meeting agendas.
• Record and transcribe meeting minutes accurately and distribute them following the meetings.

Shipping Coordination:

• Handle shipping arrangements for documents and goods, ensuring timely and cost-effective delivery.
• Coordinate with shipping carriers and track shipments to ensure on-time delivery.

Business Card Management:

• Facilitate the design and procurement of business cards for employees as needed.
• Maintain records of business card orders and distribution.

Public Relations Support:

• Assist with public relations activities such as event coordination, communication with stakeholders, and preparation of PR materials.
• Maintain positive relationships with external partners and vendors.

General Administrative Tasks:

• Provide general administrative support including answering phones, scheduling appointments, filing documents, and managing correspondence.
• Assist with other administrative tasks as assigned by management.

Email: Yangfu@chec.Bj.Cn / jamaica@chec.bj.cn