Administrative Assistant (GMG/AM 3)

Summary

Reporting directly to the Director, Enterprise Risk Management, the Administrative Assistant will provide administrative support services to the Enterprise Risk Management Unit and liaise with internal and external stakeholders on matters relating to the Science, Energy, Telecommunications and Transport Sector. 💰Salary range $2,190,302 - $2,945,712 per annum.

Responsibilities

• Management/Administrative:

  • • Assists in the preparation of the Unit’s Strategic and Operational Plans, Procurement Plans and Cash Flows;
  • • Assists with the preparation of the Budget for the Unit and related budgetary programmes;
  • • Develops Individual Work Plan based on alignment with the Unit’s Operational and Strategic Plans;
  • • Maintains calendar of activities for the Director, Enterprise Risk Management, schedules and arranges appointments, meetings and consultations;
  • • Keeps a record of all deadlines and important matters, bringing them to the attention of the Director and interfacing with officers and Divisions/Departments/Agencies concerned, to ensure that deadlines and important matters are completed;
  • • Provides information to stakeholders, as directed by the Director, Enterprise Risk Management, regarding ongoing and completed initiatives;
  • • Types, monitors and/or directs telephone calls, emails and facsimile transmittals;
  • • Co-ordinates meetings, workshops, seminars, conferences, consultations and other fora for the Unit;
  • • Attends meetings involving the Director, Enterprise Risk Management and records Minutes;
  • • Prepares agendas;
  • • Assists in preparing reports, as directed, by the Director, Enterprise Risk Management.

• Technical/Professional:

  • • Sources information to assist the Director, Enterprise Risk Management in making recommendations to the Permanent Secretary and other stakeholders;
  • • Organizes and manages the day-to-day activities of the Director, Enterprise Risk Management;
  • • Participates in and co-ordinates meetings and follows up on critical issues emerging from these meetings;
  • • Maintains critical files relating to the Science, Energy and Telecommunications Portfolio;
  • • Composes correspondence independently, from notes or from oral instructions;
  • • Liaises with all relevant stakeholders for the timely completion of activities relating to science, energy and technology initiatives;
  • • Assists with the preparation of PowerPoint and other presentations for the Director;
  • • Organizes and co-ordinates, workshops, seminars, training sessions, exhibitions, fora conducted by the Unit;
  • • Conducts research to assist with the preparation of reports, proposals, project plans and other documents;
  • • Prepares resource materials such as brochures and relevant literature for workshops and other fora, as instructed;
  • • Schedules and arranges meetings, focus groups, visits etc., co-ordinates documents or activities that may be needed before meeting;
  • • Secures Conference Rooms, multimedia equipment and other devices/resources for meetings/functions;
  • • Maintains confidential records and files;
  • • Maintains adequate levels of stationery and supplies for the Unit;
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Customer and quality focus
  • • Teamwork and co-operation
  • • Good interpersonal skills
  • • Ability to work under pressure
  • • Confidential

• Technical:

  • • Knowledge of GoJ Procurement policies and guidelines
  • • Use of technology-relevant computer applications such as Microsoft Office Suite
  • • Excellent Secretarial skills
  • • Knowledgeable of research methodologies

Qualifications

• • Associate Degree in Public/Business Administration or related discipline;
• • Knowledge of Risk management principles and procedures would be an asset;
• • Three (3) years related experience.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than Tuesday, 3rd June, 2025 to: The Permanent Secretary Ministry of Science, Energy, Telecommunications and Transport PCJ Building, 36 Trafalgar Road Kingston 10 ✉️ Email: hr@mtw.gov.jm 📜 N.B. Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

Share This Job