Administrative Assistant - Finance Dept. (Kingston, Jamaica) - Factories Corporation of Jamaica

Administrative Assistant for the Finance Department

Job Summary

Under the supervision of the Director of Finance, the Administrative Assistant is responsible for providing administrative support, such as typing of correspondence and maintaining an accurate and efficient filing system. The Administrative Assistant is also charged with the responsibility of performing administrative tasks necessary for the smooth functioning of the office, along with serving as central liaison with internal and external clients.

Qualifications and Experience:

a. Education:

• First degree in Business Administration from a recognized tertiary institution
• Certified Administrative Professional or Certified Professional Secretary Designation 

b. Experience

• A minimum of five (5) years administrative experience at a senior secretary level

Basic Skills and Aptitude

• Basic accounting knowledge and principles are an asset
• Competence in word processing and spreadsheet applications
• Competence in Office Procedures and use of office equipment and advanced technology 
• Confidentiality

Duties and Responsibilities:

• Type a variety of correspondence and report, etc
• Dispatch correspondence and reports to required destinations on a timely basis
• Maintain up to date records in a manner that facilitates speedy access and retrieval of files and documents
• Monitor and make arrangements for meetings and other appointments
• Recording Secretary of Accounts Receivable meetings and/or any other meetings as designated
• Maintain a log of all invoices coming into the department
• Collate reports for Management meetings
• Prepare and submit Contractor Levy Return to Director of Finance 
• Dispatch deduction letters along with cheques and listing
• Receive return cheques and prepare dishonoured letter to tenant for Director of Finance approval
• Monitor TCC due date and prepare clearance letters for Director of Finance review and signature
• Monitor due date for NIF Loan and prepare instruction letter to pay
• Prepare NHT and NIS contribution letters for Director of Finance approval

Application letters along with resumes should be sent no later than November 20, 2019 to:

Human Resource and Administration Manager

P.O. Box 720, Kingston GPO

Email: hr@factoriesjamaica.com

Please include the job title in the subject line of the email.

Jobs type: Administrative Assistant jobs in Jamaica

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Receptionist/Telephone Operator, etc (Airports Authority of Jamaica - (AAJ) - Jamaica

 The Airports Authority of Jamaica (AAJ) has oversight and contract administration responsibility for the Norman Manley International Airport (NMIA), the Sangster International Airport (SIA), the Ian Fleming International Airport, and three (3) domestic aerodromes namely: Tinsen Pen in Kingston, Ken Jones in Portland and Negril in Westmoreland.

We are hiring!

To assist with our work in delivering on the 2030 agenda, AAJ is recruiting for the following positions:

• Administrative Assistant in our Engineering, Projects and Maintenance Department
• Accounting Clerk - Payables
• Accounting Clerk - Receivables
• Administrative Assistant in our President's Office
• Administrative Assistant in pur Corporate Services Department
• Audit Assistant
• Help Desk Administrator
• Human Resource Assistant
• Manager - Building Services and Mobile Assets
• Commercial Manager
• Operations Officer
• Procurement/Administration Officer
• Project Coordinator - Technical
• Rescue and Emergency Officer
• Safety and Security Officer
• Receptionist/Telephone Operator
• Administrative Assistant in our Operations and Commercial Department
• Senior Director Finance (VP - Corporate Services)

Please visit our website https://airportsauthorityjamaica.aero for detailed information.

All applications accompanied by with résumés should be submitted no later than Wednesday, November 18, 2020 to 

Human Resource Manager

Airports Authority of Jamaica

Norman Manley International Airport

Email: jobs@aaj.com.jm 

Administrative Assistant (Kingston) - Attorney General's Chambers (AGC)

The Attorney General's Chambers (AGC) is seeking to recruit suitably qualified persons to fill the following posts in its Legal Services Units (LSUs).

 Administrative Assistant (GMG/AM 4) (LSU) - (Three (3) vacant positions) Ministry of Labour & Social Security LSU (one (1) vacant post), Ministry of Economic Growth & Job Creation LSU (one (1) vacant post), Ministry of Finance & Public Service (one (1) vacant post).

Job Purpose

Under the general supervision of the Senior Assistant  Attprney-General, the Administrative Assistant provides administrative support, paralegal and secretarial services that enhance the Senior Assistant AG's office and the operations of the Legal Service Unit (LSU) in general. The incumbent coordinates the activities of the office, organizes meetings, and manages/monitors the Senior Assistant AG's calendar, drafts reports and other documentation; serves as liaison between the LSU and the AGC-HQ; undertakes research on routine legal matters and drafts Briefs; ensures a proper records management system is maintained and access to online law research facility is available to allow for the efficient operation of the LSU and the timely delivery of service to the Ministry its Departments and Agencies.

Required Competencies:

• Proficiency in Microsoft Office Suite applications and other program applications appropriate to assigned responsibilities
• Solid dictation and transcribing skills
• General knowledge in budget cash flow preparation
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration
• Knowledge of research and statistical methods and techniques
• Ability to compose correspondence and reports
• Good knowledge of drafting legal documents
• Working knowledge of GOJ operations and of public sector issues

Minimum Required Education & Experience:

• Bachelor's degree in Administrative Management or Business Administration or related Social Science
• Paralegal qualifications or training
• Minimum of three (3) years experience in a related field

Please visit the Ministry of Justice's website at moj.gov.jm for more information on the job opportunities. Applications and resumes should be submitted on or before Wednesday, August 11, 2021 to the:

Director, Human Resource Management & Administration

Attorney General's Chambers (AGC), First Floor, North Tower, NCB Towers,

Email: hrm@agc.gov.jm

Please note only shortlisted candidates will be contacted.

Administrative Assistant (Bureau of Standards Jamaica) - Kingston, JM

Job Summary

The Administrative Assistant - Executive Director's Office, facilitates the smooth operation of activities undertaken by the Directorate by providing administrative, secretarial and operational support to the Office of the Executive Director. The incumbent will assist in guiding and directing of work process schedules.


Core Functions:

• Maintains the diary of the Executive Director in the absence of the Executive Assistant
• Catalogues all incoming and outgoing  correspondences
• Types and dispatches correspondence and any other required documentation
• Develop and maintain a record management  system for all correspondence that ensures easy storage and retrieval
• Schedules appointments for Executive Director as guided by the Executive Assistant
• Performs secretarial and administrative support for meetings such as recording and transcribing minutes and action lists and preparing meeting packages
• Answers telephones and take messages where required
• Provides material needed for meeting support [internally/externally]
• Greets visitors to the Executive Director
• Liaise with the Finance Division regarding payments to suppliers
• Procures and monitor stationery, First Aid, safety gears and other office supplies
• Maintains record of usage for office supplies
• Processes and dispatches invoices to ensure payment
• Maintains an atmosphere of cleanliness, orderliness and courtesy in the office
• Assists the Executive Assistant  with the preparation for organizational events
• Monitors Attendance Register and Vacation Leave Roster and prepare for submission to the Human Resource Management and Development Branch
• Performs any other duties as assigned

Knowledge, Skills and Abilities required:

• Knowledge of modern office equipment, troubleshooting, practices, and procedures
• Knowledge of minute writing techniques
• Knowledge of records management systems
• Good verbal and written communication skills
• Proficient telephone skills
• Good planning and organizational skills
• Good Interpersonal/human relations skills
• Good customer service skills
• Ability to write and proof-read a variety of office communication
• Ability to meet tight deadlines
• Ability to work on one’s own initiative and take charge of task to achieve established goals and objectives

Minimum Qualification and Experience:

• Diploma/Certificate in Administrative/Secretarial Studies or CPS Designation.
• Computer Literacy in Microsoft Office Suite
• Two (2) years’ experience as an Administrative Assistant or Senior Secretary.

Applications must be submitted no later than 18 September 2019 at 4:00 p.m. by email to:

Manager, Human Resource Management and Development
Bureau of Standards Jamaica
6 Winchester Road
Kingston 10
Email: HRMD@bsj.org.jm

Please note that while we appreciate all applications, only shortlisted applicants will be contacted


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Administrative Assistant (Kingston, Jamaica) - Tourism Enhancement Fund

Applications are invited from suitably qualified applicants for the position of Administrative Assistant, Finance and Accounts Department.

Salary Range: $1,935,907.00 - $2,603,580.00

OBJECTIVE/ SUMMARY FOR POSITION

Under the direction of the Director, Finance and Accounts, the Administrative Assistant is responsible for supporting the management policies, systems, and practices. The postholder also performs routine accounting and administrative functions.

KEY OUTPUTS

• Records & Information Management managed
• Logging and Tracking of payments
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Routine accounting duties performed
• General administrative Provides
• Individual workplan developed

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities

• Develops Individual Work Plans based on alignment to the overall plan for the Division;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports as required;

Technical/Professional Responsibilities

• Reviews incoming payments to ensure that they complete and appropriately authorize for processing;
• Prepares a monthly log report on incoming payments;
• Maintain diary, arrange meetings and appointments and provide reminders;
• Performs routine accounting duties to support the functions of the Finance and Accounts Division;
• Provides general administrative support to the Director, Finance and Accounts and related team members;
• Acts as an interface to effectively handle general enquiries relating to finance/accounts matters, and network with key stakeholders for the effective implementation of TEF’s finance/accounting strategies;
• Answers phone calls – screen calls and emails, provide information and answer questions within your capability, and direct callers/enquirers to appropriate staff within the Finance and Accounts Division as required;

Human Resources Responsibilities

• Maintains harmonious relationships with colleagues

Other Responsibilities

• Performs all other related duties and functions as may be required from time to time.

PERFORMANCE INDICATORS/ STANDARDS

• Routine accounting and general administrative duties performed in keeping with agreed standards and timeframes;
• Technical advice and recommendations provided are sound and supported by qualitative/quantitative data;
• Annual and periodic reports prepared in accordance with established standards and format within the agreed timeframes;
• Confidentiality, integrity and sensitivity displayed in the execution of duties.

AUTHORITIES OF THE JOB

• To take corrective action in relation to incoming mails, etc.

SPECIAL REQUIREMENTS/ WORKING CONDITIONS

• Working long and irregular hours to maintain accounting & asset management records and produce timely reports.

MINIMUM EDUCATIONAL REQUIREMENTS

• Associate Degree in Accounting or Business Administration with major in Accounting or equivalent qualification;
• A minimum of one (1) year related experience in a similar capacity; or
• Two (1) years related experience in a similar capacity

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of Financial Administration and Audit Act
• Working knowledge of accounting principles and practices in the GOJ
• Strong analytical and problem-solving skills
• Excellent oral and written communication skills
• Requisite Personal computer skills including Microsoft Windows - Word, Excel, and Access, Quick Books Pro or other accounting software
• Demonstrated ability to manage processes
• Ability to work on own initiative and to meet deadlines

Applications accompanied by resume stating the position in the subject line:

Administrative Assistant, FAU should be submitted no later than December 19, 2023 to:

Manager, Human Resources & Administration,

Tourism Enhancement Fund,

60 Knutsford Boulevard,

Kingston 5.

Email: hr@tef.gov.jm

We thank all applicants; however, only shortlisted candidates will be contacted.

Administrative Assistant - New Business (Kingston, JM) - Sagicor Life Jamaica

 Sagicor Life Jamaica Limited is seeking to identify a suitable candidate to join our New Business team in the capacity of,

Administrative Assistant 

The selected candidate will provide secretarial and administrative support to the Assistant Vice President, at a level that will enhance the effective operation of the New Business, Underwriting and Paramed Departments and the achievement of the goals and objectives.

Key Duties and Responsibilities:

• Perform secretarial and administrative functions for the AVP for the New Business, Underwriting & Paramedic Department. This includes; providing administrative support to the Manager/Assistant Managers in the day to day activities of the various units.
• Receive, screen and forward incoming calls as appropriate, and make outgoing calls per the AVP/Departments’ request where applicable; Coordinate local/overseas travel arrangements; Organize departmental and management meetings/functions and prepare minutes; Draft correspondence for review by AVP et al;
• Maintain a proper filing system; Assist in keeping the Department’s procedural manual up-to-date; Log and track outstanding matters requiring the AVP’s attention; Monitor and maintain Department’s stationery supplies.
• Prepare the departmental activity report for submission to the Assistant Vice President; Collate monthly reports using data from Unit Reports submissions; Submit weekly reports; Prepare monthly Attendance/Leave Summary Report for submission to the Human Resource Department;
• Submit Leave Requisition forms to the Human Resource Department; Prepare registers for the department.
• Prepare NBUP Departmental monthly activity report for submission to the Assistant Vice President.
• Prepare and dispatch medicals to doctors; Prepare letters for Underwriting Manager’s signature; Dispatch medicals to doctors by mail or email; File copies of letters dispatched to medical doctors.
• Prepare and dispatch Postpone/Decline Letters; Prepare letters for Underwriting Manager’s signature; Prepare memo and dispatch letters accompanied by cheque to branches and letters without cheques to clients.
• Dispatch copies of letters to the Records Management Department for filing
• Prepare and dispatch exclusion clauses: Prepare Exclusion Clauses as requested by the Underwriting Department; Dispatch exclusion clauses as instructed by Underwriters.
• Return Incomplete Medical Reports to Medical Examiner for completion and follow-up; Return Incomplete Medicals to doctor as requested by the Underwriting Department; Follow-up as necessary to have report completed and returned to Underwriter.
• Prepare Approval/Rejection/Responses to applications for addition to Underwriting Panel of Doctors; Prepare letter of approval/rejection for addition to the Underwriting Panel of Doctors listing for signature by Chief Medical Officer; Dispatch letter and accompanying documents to doctors; Update Panel of Doctors Listing as required; Prepare advisory for changes to the Panel for dissemination.
• Assist in requesting Inspection/ Business Reports from the Inspection Company.
• Assist in budget preparation and review for expense management.
• Preparation of Memorandum requesting reimbursement for the New Business, Underwriting and Paramedic Departments.
• Make arrangements for Department members to attend conferences and seminars.
• Maintain the Motor Car Expense file for the Assistant Vice President and Chief Underwriter.
• Update job descriptions for the New Business, Underwriting and Paramedic Departments, as well as branches, as necessary.
• Create/Amend Application Forms and Questionnaires as the need             arises.
• Prepare and dispatch fee requisitions and renewal letters for magazine and association membership for staff in the Department.
• Handle all the processing of incoming bills to be processed by Corporate Accounts.
• Perform other related duties assigned from time to time.

Academic Qualifications/Specialized Skills/Competencies:

• Diploma in Secretarial Studies or an equivalent qualification from a recognized tertiary institution.
• LOMA (Parts 1 & 2).
• Two (2) years’ experience in a secretarial position.
• Basic knowledge of Life Insurance Operations.
• Ability to communicate effectively in both oral and written formats.
• Ability to type fifty (50) words per minute.
• Good organizational, problem-solving and time-management skills and a high level of initiative and flexibility.
• High degree of interpersonal skills including tact and confidentiality.
• Knowledge of office procedures, record and file management.
• Computer literacy and proficiency in computer software packages including Microsoft Word, Excel and PowerPoint.

If this role is of interest to you kindly submit an application via this career portal no later than Friday, September 25, 2020.

While we appreciate all applications only shortlisted applicants will be contacted.

APPLY ONLINE

Executive Assistant, Admin Assistant (Kingston, Jamaica) - National Road Operating and Constructing Company Limited (NROCC)

 

National Road Operating and Constructing Company Limited (NROCC) invites applications from suitably qualified applicants to fill the following vacancies:

Executive Assistant

The Executive Assistant provides administrative support to the Managing Director to enable the efficient management of his office.

Main Duties and Responsibilities include:

• Manages the Managing Director's appointment efficiently to avoid scheduling conflicts.
• Processes all correspondence/calls to the MD's office ensuring that stated matters are directed to the relevant persons for attention.
• Establishes and maintains effective liaison with the Board of Directors and Managers throughout the organization to facilitate smooth flow of information.
• Serves as recording secretary at meetings and prepares Minutes and notes in appropriate form.
• Compiles routine and special reports as required.
• Prepares/compiles routine and special reports as required and assists the Managing Director in preparing presentations, as well as organizing special programmes undertaken by his office.
• Conducts research and assists the Managing Director in preparing presentations.

Minimum Qualifications and Experience:

• Certified Professional Secretary designation or Diploma in Office Administration from a recognized institution or equivalent.
• At least five years' experience working with a senior executive.

Administrative Assistant

 

The Administrative Assistant provides administrative and secretarial support to the Corporate Services Manager and other officers of the Department.

Main Duties and Responsibilities include:

• Prepares reports and other documents as assigned by the manager and other senior departmental personnel.
• Assists coordination of human resource activities (e.g. training, recruitment, performance evaluation, welfare and benefits).
• Takes and produces minutes of meetings.
• Maintains accurate leave database and employee personnel files.

Minimum Required Education and Experience:

• Associate Degree in Administrative Management, Human Resource Management or equivalent qualification from a recognized institution.
• At least three (3) years' experience in an administrative position.
• Working knowledge of Microsoft Office applications.

Your application letter with a detailed resume should be sent no later than June 14, 2023 to:

Managing Director, 

National Road Operating and Constructing Company Limited,

Development Bank of Jamaica Building,

11a-15 Oxford Road, Kingston 5.

Or emailed to: careers@h2kjamaica.com.jm Include the position you are applying for in the subject line.

NB. We thank all applicants for their interest, but only short-listed candidates will be contacted.

Human Resource & Administrative Assistant (St. Andrew, Jamaica) - Strawberry Hill

 Strawberry Hill, located in Irish Town, St. Andrew, a member of the Island Outpost Group, is seeking a suitably qualified individual to fill the position of:

Human Resource & Administrative Assistant

We are looking for an experienced Human Resource & Administrative Assistant to join our team. The successful candidate will work with the Group Human Resource Director assuming overall responsibilities for the Strawberry Hill Human Resource Department as well as assisting the Resort Managers with administrative related tasks.

Duties will include but not limited to:

• Support the development and implementation of HR initiatives and systems
• Be actively involved in recruitment and onboarding processes
• Coordinate training and development programmes 
• Effectively manage the performance management process in keeping with Company guidelines
• Support the management of disciplinary and grievance procedures/matters
• Maintain employee records according to policy and legal requirements
• Provide HR support for the payroll process
• Provide administrative support to the General Manager and other property managers as necessary
• Coordinate license applications for the hotel by liaising with the requisite Government Departments and the Island Outpost Coordinator

Requirements:

• Tertiary level qualification in related field from a recognized institution
• Knowledge of the Jamaican Labour Laws
• Three (3) years experience in a similar position
• Computer proficiency

Interested applicants may email applications accompanied by resumes to: hr@islandoutpost.com no later than Wednesday, January 5, 2022. Kindly insert Human Resource & Administrative Assistant in the subject line.

The Company wishes to thank all applicants for their interest, however, only shortlisted applicants will be contacted.

Administrative Assistant (Maritime Authority of Jamaica) - Kingston, Jamaica

 Vacant post available for an Administrative Assistant (Level 4) in the Maritime Authority of Jamaica (MAJ), salary range $1,284,401 – $1,669,719 per annum and any allowance(s) attached to the post. 

 Job Purpose  

 

Under the general supervision of the Director, this position is responsible for providing support  to the Directorate of Corporate Services in fulfilment of the general functions, obligations and responsibilities of the Directorate. The Administrative Assistant is responsible for organizing and administering a range of activities including co-ordinating Personnel and Human Resource activities and resolving administrative inquiries and issues.   The job is to be performed in such a manner that this position supports the service quality and image of the Maritime Authority of Jamaica (MAJ). 

Key Responsibilities    

• Schedules appointments and maintains a diary for the Director Corporate Services;  
• Makes the necessary arrangements to facilitate the Director’s attendance at local and overseas events if required;   
• Schedules meetings, attends and records Minutes;  
• Processes all incoming correspondences to the Department;  
• Maintains and distributes the Authority’s Lunch Vouchers;  
• Maintains the inventory of stationery and supplies for the Directorate;  Maintains a log and tracking of all files and documents leaving the Department; 
• Maintains the confidentiality of the Directorate and its records and reports any corrections, any identified or suspected point(s) of weakness in or breach of that effort;   
• Communicates with and provides high quality Customer Service to local and international stakeholders as appropriate; 
• Calculates Vacation Leave, Sick Leave and Department Leave for staff;
• Performs all other related duties as may be assigned under the supervision of the Director and the Human Resource Manager. 

Required Knowledge, Skills and Competencies   

• Good knowledge of standard office practices and administrative procedures  
• Good knowledge of Records Management and Filing Systems  
• Excellent command of the English Language 
• Ability to use office machines (Fax, Printer/Scanner, Photocopier, Laminator etc.)  
• Word processing, Data Entry and records management skills 
• Good oral and written communication skills 
• Excellent interpersonal and teamwork skills 
• Team player with ability to work on own initiative  
• Excellent customer service skills 
• Ability to be tolerant and appreciative of other cultures/persons  Proficiency in the use of relevant computer applications   
• Ability to work under pressure and meet deadlines 

Minimum Required Qualification and Experience   

• Certified Professional Secretary designation (CPA) or equivalent Diploma from a recognized institution.  
• Secondary Education - 5 CXC’s (including English Language and Mathematics).  
• At least Two (2) years’ experience working as a Senior Secretary or Administrative Assistant.  
• Special conditions Associated with the Job   
• May be required to work overtime or on demand 
•  May involve local and out of town visits   
• High levels of concentration  

Applications accompanied by résumés should be submitted no later than Friday, 20th November, 2020 to:  

Human Resource Manager 

Maritime Authority of Jamaica 

12 Ocean Boulevard 

Kingston.

Email:  creid@jamaicaships.com  

Please note that only shortlisted applicants will be contacted. 

Administrative Assistant (Kingston, Jamaica) - Continental Baking Company

 Continental Baking Company is seeking to recruit an Administrative Assistant, who will be responsible for supporting its Logistics & Distribution Department. The incumbent will be responsible for the efficient administration, preparation and coordination of all documentation.
ADMINISTRATIVE ASSISTANT (LOGISTICS & DISTRIBUTION DEPT)

Continental Baking Company is seeking to recruit an Administrative Assistant, who will be responsible for supporting its Logistics & Distribution Department. The incumbent will be responsible for the efficient administration, preparation and coordination of all documentation, records and reports related to the shipping portfolio. This role requires strong organizational skills, attention to detail and the ability to manage multiple tasks with competing deadlines.

Core Functions

• Create and maintain a robust and efficient physical and digital filing system for the department, to include staff personal records (attendance, vacation, contract break, etc.)
• Ensure all enquires, digital queries and emails are responded to in a timely and appropriate manner.
• Call Management – answer phone calls, direct callers to appropriate personnel and document messages and/or actions for follow up.
• Office Management – schedule appointments, sign for incoming packages and assist with clients and suppliers visits and/or tours, as approved.
• Order, distribute and maintain a log of office stationery and supplies.
• Oversee the office attendant to ensure the proper execution of his/her duties.
• Draft and edit letters, reports, correspondences and other departmental documents.
• Ensure the timely processing of all Purchase Order requests and invoices; maintain all records related to inventory management and tracking.
• Input and update information in databases and spreadsheets, to include the Company’s business information system.
• Provide support to the Department Manager in the management of his/her schedule, and calendar.
• Prepare meeting agendas; take and distribute meeting minutes; coordinate logistics for meetings, including room setup and catering.
• Ensure all internal and external reports are prepared and submitted in accordance with established timelines.
• Plan and coordinate department engagement activities; provide timely communication and coordination of all internal company engagements to department’s staff.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensure full adherence to and compliance with all health, safety, quality, environmental, regulatory standards and protocols.

Minimum Requirements: Education, Knowledge, Skills and Abilities

• An Associate Degree, Diploma or Certification in Business Administration, Supply Chain Management or related field or equivalent qualification.
• A minimum of five (5) years’ experience in a similar capacity.
• Proficiency in the use of Microsoft Office Suite, in particular Word, Excel and PowerPoint applications.
• Working knowledge of the Oracle and computerized time and attendance system would be an asset.
• Functional knowledge of office procedures, general office equipment and the use of telephone systems.
• Excellent human relations, supervisory, communication, time management, organizational, critical thinking and problem solving skills.
• Strong leadership skills to motivate and lead a team in a high performance culture.
• Highly professional, ethical and of integrity.
• Required to work on weekends and public holidays, to meet operational demands.

We thank you for your interest, however, only short-listed persons will receive a response.

Interested applicants should email their resumes to: joinourteam@natbake.com

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

Administrative Assistant, etc (Kingston, Jamaica) - Worldnet Microfinance Limited

 

Worldnet Microfinance Limited invites applicants for the following position:

• Collections Officer
• Customer Service Representative
• Administrative Assistant

Collections Officer

Requirements:

• Associate degree in Business Administration or equivalent
• At least three (3) years working experience as a Collections Officer
• The ability to work under pressure 
• Excellent analytical and organizational skills
• Excellent creativity and problem solving skills
• Highly proactive and flexible work attitude 
• Excellent oral and written communication skills
• A keen eye for details

Customer Service Representative

For its: Head Office Molynes/Spanish Town Branches

Requirements: 

• At least five (5) CSEC/CAPE (must include Math and English)
• At least three (3) years working experience as a customer service representative
• Good oral and written communication skills
• Ability to manage a front desk
• Be able to exercise good work ethics and professionalism
• Be highly motivated and performance driven 
• Be able to work on your own initiative and under pressure
• Must be able to communicate well both orally and in writing

Administrative Assistant

Task and Qualifications:

• Associate degree in Human Resource Management or equivalent
• At least three (3) years experience as Administrative Assistant

The ideal candidate must have:

• Must be able to communicate well both orally and in writing
• Must be highly motivated and performance driven
• Must be analytical and have excellent problem solving and decision making skills
• Must have a keen eye for details

Interested persons should submit a cover letter and an updated resume to: hrd@worldnet.com.jm

Attention: Human Resource Department

Deadline: November 4, 2022.

Only short listed applicants will be contacted.

Administrative Assistant, etc (St. Catherine, Jamaica)

 

A medical facility in St. Catherine is urgently seeking to employ suitably skilled applicants for the following:

• Administrative Assistant
• Dental Hygienist
• Dental Assistant

Administrative Assistant

Requirements:

• Good customer service and communication skills
• Proficiency in MS Office Suite applications
• Able to handle multiple projects

Dental Hygienist

Requirements:

• Must be certified
• Good communication and practicing skills
• Friendly personality
• Should have experience minimum of two (2) to three (3) years
• In depth knowledge of health and safety regulations

Dental Assistant

Requirements:

• Good communication and organizational skills
• Must have knowledge of taking impressions
• Prepare dental materials, equipment and sterilization skills

Office Attendant - preferably for Kingston office.

Please send applications to medicalhealthvacancies@gmail.com

Administrative Assistant (Kingston, Jamaica) - University Hospital of the West Indies

Applications are invited from suitably qualified persons to fill the positions of Administrative Assistant - (GMG/AM 3) at the University Hospital of the West Indies. Salary: $2,190,302 per annum.

Summary of Duties:

Under the general direction of the Senior Director, Strategic Planning, Performance & Project Management, the Administrative Assistant is responsible for:

• Providing administrative support regarding the services and activities of the Office of the SPPPMB;
• Arranging and monitoring the logistics for internal and external meetings
• Providing secretarial and administrative support to internal and external meetings which include preparing agenda, information, and resources for meetings, recording and transcribing minutes and decisions of meetings, and circulating documents for meetings, seminars, and conferences
• Preparing meeting files for SPPPMB
• Representing the Office at meetings, seminars and workshops as required
• Providing administrative support to meetings, conferences, workshops, and seminars
• Assisting with the coordination of accurate documentation
• Composing and typing report and documents
• Maintaining an up-to-date database of confidential and classified data and records
• Drafting, typing, and dispatching correspondence, reporting and other documents as required
• Maintaining and managing the Senior Director SPPPMB electronic calendar. Schedules and records appointments and manages the Appointments Calendar providing reminders when the dates are approaching
• Making travel arrangements for the SPPPMB
• Preparing Statistical Data for charts, graphs, etc for inclusion in reports

Minimum Required Education and Experience:

• Executive Secretary with three (3) years experience in an administrative capacity

Or

• Equivalent professional administration qualification with secretarial skills, for example Administrative Professional Certificate with two (2) years related experience

Or

• Diploma in Business Management with two (2) years related experience

Required Knowledge, Skills and Competencies;

• Maintaining an effective filing system
• Ability to work in high demand environment
• Good organizational and time management skills

Applications accompanied by resumes should be submitted no later than April 26, 2024 to: HRD@uhwi.gov.jm or to:

Senior Director, Human Resource Management Department,

University Hospital of the West Indies,

Mona, Kingston 7.

It should be noted that only shortlisted applicants will be invited to attend an interview.

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

 

Job Title: Administrative Assistant & In-House Sales Coordinator

Location: Montego Bay, Jamaica

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 Administrative Assistant (Kingston, Jamaica) - Seprod Group of Companies

JOB SUMMARY

The executive administrative assistant is responsible for providing comprehensive support to the CEO and Senior Management team, managing the day to day operation and secretarial support to the Executive Staff to include filing and scheduling, financial record keeping, coordination of meetings and conferences, processing travel requests, compiling and disseminating reports and working on special projects. Exude exceptional customer service techniques while executing administrative requests in a timely manner and according to company policy and procedures for seamless day to day running of operations. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. This dynamic position requires the skill set to think critically, act proactively and support the business professionally and confidentially.

DUTIES & RESPONSIBILITIES

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Attend department meetings as required and compile minutes and action notes as required.
• Prepare general correspondences, memos, presentations, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Prepare minute transcripts from meetings and disseminate as required.
• Screen incoming calls, handle inquiries and requests in a discreet and professional manner.
• Facilitate the approval of business travel requests including approvals for per diem in accordance with company policy.
• Process reservation requests for Medical representatives.
• Manage reservations for the executive boardroom and coordinate the set up for meetings inclusive of refreshments if required.
• Request purchase orders and process payments for invoices incurred by the department/company.
• Process travel reimbursements for employees as required on behalf of the department/company.
• Assist with quarterly stock taking exercises.
• Assist with managing contractor files, ensuring compliance with company policy.
• Assist with doing inventory checks as required.
• Assist with the administration of company liability and vehicle accident reporting and claim processing.
• Coordinate all executive team meetings and assist with the compilation of all essential board reports and weekly executive event reports.

ANALYSIS

• Conduct administrative duties on behalf of the executive staff.
• Provide assistance to the data administrator in all key areas.
• Monitor data integrity and formally notify appropriate personnel of the impairments.
• Prepare Powerpoint presentations for customer business development plans.
• Prepare daily, weekly, monthly, quarterly and annual reports for the General Manager and other stakeholders as required.
• Effectively communicate key insights via producing tables, charts, graphs, and presentations.
• Create and Constantly evolve analyses based on the needs of the business.
• Validate and query data while providing recommendations based on statistical analysis.

ACCOUNTABILITY

The Administrative Assistant is accountable to the General Manager for:

• Effective management of administrative duties for the Executive Staff
• Accurate preparation of reports submitted and consistent meeting of deadlines.

QUALIFICATIONS

• Tertiary degree in Business Administration or related field
• Minimum three (3) years working in an administrative role.

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent Time Management and Customer Service Skills.
• Must be computer literate and proficient in MS Office.
• Excellent written and oral communication.
• Ability to apply critical thinking and creativity.
• Detail oriented, pays keen attention to accuracy.
• Must be able to function independently and handle a variety of responsibilities under pressure.
• Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

COMPETENCIES

• Excellent communicator
• Analytical thinker
• Leadership
• Team oriented
• Performance driven
• Proficient in microsoft applications
• Strong verbal, and written communication skills

STANDARDS

• Compliance with company SOPs and policies.
• Display a professional, acceptable attitude and image for all work associated with and undertaken on behalf of Facey Commodity Company Limited.

WORKING RELATIONSHIPS

• External: Maintain a pleasant and professional communication with external individuals contacting the department at all time.
• Internal: Maintain a pleasant and professional relationship with our CEO, General Manager, Human Resource Manager and, Business Development & Marketing Manager.

Please apply a detailed resume to hr@seprod.com

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.

Administrative Assistant (to the CFO) - Kingston, Jamaica - Petrojam Limited

 Petrojam Limited

Applications are invited from suitably qualified person to fill the following vacancy:

Administrative Assistant

The successful candidate will provide administrative support to the Chief Financial Officer. S/he will perform a variety of responsible secretarial, technical and administrative functions. These include scheduling appointments, relaying information to callers, and taking dictation.

Qualifications and Experience

• A Diploma in Management Studies/Business Administration.
• Certified Administrative Professional (CAP).
• A minimum of two (2) years' experience in a similar capacity.

Duties and Responsibilities

• Responds to incoming correspondence appropriately as well as composing and typing of general correspondence.
• Co-ordinates and arrange meetings, prepares agendas, reserves and prepares facilities, records and transcribes minutes of meetings.
• Maintains an effective and current Filing System for the department.
• Greets visitors, responds to general questions, and directs callers to proper location.
• Answers and screens telephone inquiries; takes and routes messages and records intake information for referral.
• Performs general clerical duties, including but not limited to photocopying and faxing.
• Recommends innovations, procedures, etc. that will enhance departmental operations, company image/profitability, and employee well-being and productivity.
• Prepares monthly reports for submission to the Chief Financial Officer.

Competencies

• Disciplined with strong attention to detail.
• Customer Service oriented.
• Creative, innovative, and a team player.
• Excellent analytical skills and problem-solving abilities.
• Strong organization and written/verbal communication skills.
• Proven proficiency with Microsoft Office Suite applications.

Please forward resumes by Friday, May 15, 2022 to: hrdmail@petrojam.com

Subject Line: Administrative Assistant

We thank all applicants for their interest; however, only short-listed candidates will be contacted. 

Administrative Assistant (Kingston, Jamaica) - Ministry of Agriculture, Fisheries & Mining

 The Policy, Planning and Project Management Directorate, Agricultural Economic Planning, Policy Development Branch, the Ministry of Agriculture, Fisheries & Mining, is inviting suitably qualified persons to fill the following:

ADMINISTRATIVE ASSISTANT  (GMG/AM 3)

Salary range: $1,984,305.00 to $2,668,670.00 per annum

Job Purpose

Under the direction of the Senior Director, Trade in Agriculture (SOG/ST 9), the Administrative Assistant (GMG/AM 3), is responsible for the provision of administrative support for the Section and liaises with other Divisions, Branches, and external agencies on behalf of the Senior Director. The incumbent is also required to maintain a proper filing system to facilitate easy access and security of files thus ensuring the smooth operation of the Section. Additionally, the incumbent provides support for the preparation of the Division's plans and reports as well as for meetings and events planning.

Minimum Qualifications & Experience:

• Associate degree in Management/Public Administration or a related field in the Social Science or the Arts or equivalent qualifications
• Three (3) years experience in an administrative capacity

OR

• Diploma in Management/Public Administration or a related field in the Social Sciences or the Arts, or equivalent qualifications
• Four (4) years experience in an administrative capacity

Job descriptions for this position can be reviewed on the Ministry of Agriculture, Fisheries & Mining's website. 

Applications accompanied by resumes should be submitted no later than September 15, 2023 to the:

Senior Director,

Human Resource Management and Development Division

Ministry of Agriculture, Fisheries & Mining,

Hope Gardens,

Kingston 6.

Email: 

jobopportunities@moa.gov.jm

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