Administrative Assistant (Band 5 – Kingston & Montego Bay)

Summary

To provide technical and administrative support duties to strengthen the effective and efficient functioning of the Compliance and Enforcement Department. 💰Salary: $2,190,302 JMD per annum

Responsibilities

• Key Outputs:

  • • Inventory managed and records updated.
  • • Preliminary research conducted.
  • • Minutes, letters and memoranda prepared.
  • • Monthly, Quarterly, Annual Reports drafted
  • • Goods and services procured
  • • Records maintained
  • • Contribution to Annual Reports provided
  • • Meetings, trainings and consultations coordinated

• Management/Administrative:

  • • Assists in the preparation of the Division Strategic and Operational Plans, Procurement Plans and Cash Flows.
  • • Assists with the preparation of the Budget for the Department and related budgetary programmes.
  • • Manages the procurement activities for the Department
  • • Assist with the coordination of meetings and functions relating to the internal operations of the Department.

• Technical/Professional:

  • • Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch.
  • • Conducts research to assist with the preparation of reports, data presentations and other documents.
  • • Schedule and arrange meetings, training sessions, visits etc., coordinates documents or activities that may be needed before meetings.
  • • Answer queries and prepares responses to requests from stakeholders.
  • • Maintain confidential records and files.
  • • Maintain adequate levels of stationery and supplies for the department.
  • • Update and maintains registers of attendance and leave for the department for further submission to the Human Resource Management & Development.
  • • Request items for discussions from the relevant persons and prepares agenda for the monthly staff meetings; assists with the arrangement for other meetings as directed.
  • • Process incoming and outgoing correspondence.
  • • Compose meetings notes from sessions held by the department.
  • • Receive telephone calls and visitors, make appointments and confirm meetings.
  • • Respond to emails and other digital queries and correspondence.
  • • Monitor all inquiries directed to the office and provide where possible necessary advice or information required by clients.
  • • Maintain schedule of all appointments and official engagements of the Director and issue reminders to ensure fulfillment.
  • • Prepare presentation for Director meeting based on information provided.

• Performance Standards:

  • • Filing system developed in keeping with Authority’s established guidelines for records management
  • • Office supplies requisitioned within agreed timeframe
  • • Meetings, training sessions coordinated according to agreed standards and timeframes
  • • Research conducted is based on established research standards and guidelines and submitted within agreed timeframe
  • • Travel arrangements finalised within agreed timelines
  • • Notes produced in accordance with format stipulated and produced within deadline stipulated

Required Skills

• Technical Competencies:

  • • Working knowledge of the GOJ Procurement policies and guidelines
  • • Use of relevant computer applications and office productivity tools
  • • Knowledge of research methodologies
  • • Demonstrated levels of customer service skills

• Core Competences:

  • • High level of integrity
  • • Meticulous and pays keen attention to details
  • • Excellent interpersonal skills
  • • Sound communication skills (written and oral)
  • • Teamwork and cooperation
  • • Ability to work well under pressure and navigate multiple deadlines
  • • Use of initiative and understanding
  • • Good time management and organizational skills

Qualifications

• • Associate degree in Public Administration, Business Administration or related discipline
• • One (1) year working experience in a similar capacity
OR
• • Diploma in Business Administration or related discipline
• • Two (2) years working experience in a similar capacity
PLUS
• • Five (5) CSEC subjects including English and Mathematics

Additional Information and Instructions

Applications accompanied by resumes should be submitted NO LATER THAN FEBRUARY 28, 2025 to The Manager, Human Resource Management & Development Firearm Licensing Authority 91A Old Hope Road, Kingston 6 📧 Email: hrd@fla.gov.jm ℹ️ Subject: Administrative Assistant (Band 5 – Kingston & Montego Bay) 🔒 Important: All applicants will be required to pass a security background check. 🙏 Note: Only shortlisted candidates will be contacted. 🌐 For more information: Visit the Firearm Licensing Authority's website at www.fla.gov.jm/jobs.

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