Administrative Assistant (GMG/AM 2)

Summary

Under the direct supervision of the Manager, Office Management & General Services, the Administrative Assistant is responsible for providing administrative support for the efficient day-to-day operations of the Section. salary range $1,711,060 – $2,301,186 per annum.

Responsibilities

• • Produces follow-up action sheet for Manager and provides reminders provided;
• • Prepares Minutes of meetings and circulates with notices of meetings and Agenda;
• • Prepares and submits documents/correspondence on behalf of the Manager;
• • Composes/types and distributes routine correspondence;
• • Receives, opens, sorts and distributes incoming and outgoing correspondence;
• • Maintains a register of Attendance for staff and meetings;
• • Updates and maintains databases;
• • Initiates and monitors responses to queries and other requests from internal and external customers;
• • Manages administrative tasks;
• • Schedules, arranges and attends meetings, and takes and transcribes Minutes;
• • Arranges conferences, seminars, workshops and other events;
• • Schedules and maintains diary of appointments for Manager;
• • Ensures the timely preparation and circulation of notices, Minutes and other requisite documentation required for meetings, as advised by the Manager;
• • Prepares, in consultation with Manager, Action List arising from meetings; establish tracking system for monitoring follow-up action;
• • Follows up with procurement with respect to the progress of requisitions;
• • Prepares vacation leave roster and maintains record of all leave taken by staff;
• • Receives the travel plans weekly, and maintains an itinerary of all drivers in the Section;
• • Screens and redirects incoming telephone calls to the Manager and/or records messages as necessary;
• • Screens and directs visitors to the relevant officer/section;
• • Satisfies customers’/clients’ requests and responds to queries;
• • Oversees the logistical arrangements for the successful staging of conferences, seminars and workshops organized by the Section;
• • Maintains a catalogue of all official technical reports and other documents produced by the Unit, and initiates action on requests for information, by referral to the Manager and redirecting as advised;
• • Maintains a database of external entities related to the work of the Section;
• • Maintains and upgrades filing system for all records of the Section;
• • Maintains records of all incoming calls and outgoing long distance calls, and screens telephone bills, submitting to respective officers for payment for personals calls prior to payment approval by Manager;
• • Manages and maintains an inventory of stationery and office supplies for the Section;
• • Maintains inventory of office furniture and equipment, and initiates action for repairs when necessary;
• • Assists the Manager in the preparation of the Annual Budget, Operational, Unit and Work Plans for the Section;
• • Undertakes background research on various related matters and drafts reports/correspondence for perusal by the Manager;
• • Reads and analyses incoming memoranda, submissions and reports, and determines their significance and plan their distribution;
• • Responds to routine requests/queries from internal and external clients;
• • Liaises with internal and external stakeholders on various matters on behalf of the Manager;
• • Checks claim forms for members of the Section, in respect of overtime, for accuracy and completeness;
• • Contributes to and maintains a system that fosters a culture of teamwork, cohesiveness and commitment to the Section’s and Ministry’s goals;
• • Keeps the Manager informed on all matters pertaining to the Section/Branch;
• • Maintains a conduct of professionalism, integrity and confidentiality;
• • Performs any other duties assigned from time to time by the Manager.

Required Skills

• Core:

  • • Excellent oral and written communication skills
  • • Excellent analytical skills
  • • Good interpersonal skills
  • • Good customer and quality focus skills
  • • Good problem-solving and decision-making skills
  • • Good leadership skills
  • • Good teamwork and cooperation skills
  • • Good planning and organizing skills
  • • Ability to apply initiative
  • • Good integrity
  • • Compliance

• Technical:

  • • Proficiency in the use of Word Processing, Database Management, Spreadsheet and Graphics Software applications
  • • Good report writing skills
  • • Good research skills
  • • Knowledge of Records Management
  • • Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures

Qualifications

• • Associate Degree in Management Studies, Public/Business Administration or a related field in the Social Sciences or the Arts or equivalent qualifications
• • Three (3) years’ experience in an Administrative capacity.
OR
• • Diploma in Management/ Public/Business Administration or a related field in the Social Sciences or the Arts or equivalent qualifications.
• • Four (4) years’ experience in an Administrative capacity.
PLUS
• • Certification of proficiency in the relevant Computer Software Applications.

Additional Information and Instructions

Applications, accompanied by résumés, should be submitted no later than Thursday, 31st July, 2025 to: Senior Director Human Resource Management and Development Division Ministry of Agriculture, Fisheries and Mining Hope Gardens Kingston 6 📧 Email: jobopportunities@moa.gov.jm ℹ️ Subject: Administrative Assistant (GMG/AM 2) 🔑 Please include the job title in the subject line of your email.

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