Administrative Assistant (GMG/AM 3)

Summary

Under direction of the Senior Human Resource Officer, the Human Resource Officer assists with the co-ordination of the recruitment and employee relations functions of the JDF, in furtherance of its Vision and Mission and the Government’s Human Resource Management policies and guidelines. 💰salary range $2,190,302 - $2,945,712 JMD per annum.

Responsibilities

• To facilitate the smooth operations of the office of the Senior Director, Corporate Co-ordination and provide technical and administrative support in the achievement of the Section’s objectives:

  • • Undertakes independent research to support the preparation of documents;
  • • Drafts responses to letters/documents/reports for review and sign-off by the Senior Director, Corporate Co-ordination;
  • • Drafts Quarterly/Annual Performance Reports;
  • • Co-ordinates meetings and other events on behalf of the office;
  • • Participates in meetings, takes notes, prepares and circulates Minutes and actionable items;
  • • Manages and organizes diary and schedules;
  • • Updates the Senior Director, Corporate Co-ordination of travel itinerary, meetings, requests for appointments and other engagements;
  • • Coordinates logistics for meetings, including booking of meeting room, preparation of documents and arranging for refreshments;
  • • Engages in pre and post meeting/engagement activities, and ensures the Senior Director, Corporate Co-ordination is appropriately briefed for engagements;
  • • Follows up on Senior Director, Corporate Co-ordination’s directives and requests;
  • • Checks email and ensures correspondence are forwarded to Senior Director, Corporate Coordination
  • • Participates in the preparation of Operational Plan/Procurement Plan/Budget for the Division;
  • • Manages physical resources, such as printers, computers, phones, etc, and arranges for the prompt repair or replacement of faulty equipment;
  • • Orders and secures stationery and other supplies for the office;

• To provide exemplary customer service to stakeholders in keeping with the JDF’s Customer Service Charter:

  • • Replies to routine queries and refers unrelated queries to the appropriate personnel;
  • • Makes, receives and routes telephone calls on behalf of the Senior Director, Corporate Co-ordination, or takes messages in his/her absence;
  • • Greets, screens and directs visitors to the Senior Director, Corporate Co-ordination;
  • • Maintains a listing of contact details for stakeholders;
  • • Directs calls and messages in a timely manner to the Senior Director, Corporate Co-ordination;
  • • Develops and maintains an internal database for monitoring projects, targets and other special assignments;
  • • Maintains a follow-up system

• To manage the processing and storage of documents on behalf of the Senior Director, Corporate Coordination:

  • • Records incoming and outgoing correspondence/files and refers to the attention of the Senior Director, Corporate Coordination for action;
  • • Maintains a database for tracking the movement of documents;
  • • Maintains an electronic and manual filing system;
  • • Encloses correspondence and updates Minute Sheets on respective files;
  • • Requests, retrieves and returns files to main registry;
  • • Faxes, photocopies, binds, dispatches and scans documents as necessary;

• Human Resources:

  • • Maintains harmonious relationships with colleagues.
  • • Performs other related duties assigned.

Required Skills

• • Good Oral and Written Communication
• • Team Work & Cooperation
• • Customer & Quality Focus
• • Job knowledge
• • Planning and organizing skills
• • Interpersonal Skills
• • Use of technology
• • Compliance
• • Initiative
• • Goal/Results Oriented
• • Sound knowledge of Staff Orders 2004 for the Public Service and the Public Service Regulations,1961;
• • Excellent knowledge in Human Resource Management practice;
• • Sound knowledge of pension, health and life insurance plans;
• • Ability to multitask and prioritize;
• • High level confidentiality and Integrity;
• • Good counselling skills;
• • Excellent computation skills;
• • Ability to pay attention to details;
• • Good analytical skills

Qualifications

• • Associate Degree in Public Management, Business Administration or equivalent;
• • At least three (3) years’ experience in administrative field.
• • Demonstrated experience in managing a corporate office would be a distinct asset;

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to work beyond the normal working hours;
  • • May be required to work on weekends and public holidays;
  • • Willingness to work under pressure
  • • Office located some distance from the main entrance;
  • • Maybe subjected to search based on JDF’s rule

Applications accompanied by résumés should be submitted no later than Wednesday, 30th April, 2025 to: Human Resource and Administration Manager Jamaica Defence Force Up Park Camp Kingston 5 📧 Email: joboppsjdfciv@gmail.com 📋 N.B. Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted.

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