Office Administrator

Summary

Under the direct supervision of the Director, Administration and Asset Management, the incumbent plans, organizes and co-ordinates utility management, catering services and fleet and transportation activities in the branch.

Responsibilities

• • Provides administrative support to the branch and assists the Director to ensure that the branch operates efficiently;
• • Receives and manages the distribution of telephone bills to employees, ensuring that invoices are endorsed and submitted to the Accounts Department;
• • Interfaces with the Accounts Department on matters pertaining to outstanding telephone bills and reports discrepancies highlighted such as disconnection;
• • Updates and maintains records of the Ministry’s fleet of vehicles, to include fuel consumption, maintenance schedules and validity of documents;
• • Prepares letters for renewal of motor vehicle particulars and Direct Banking Forms and submits to Tax Administration Jamaica for renewal of documents;
• • Prepares Authorization Letters for sanitation of vehicles and reconciles invoices from Supplier and submit to the Accounts Department;
• • Reconciles the Manufacturing Credit Insurance System (MCIS) statements prior to submission to accounts;
• • Conducts weekly inspections of fleet vehicles and reports observations/findings to the Director;
• • Engages with MT pre-approved suppliers to effect repair services to furniture and fittings, etcetera, as directed by the Director;
• • Reports to the Property Managers as it relates to issues of plumbing, air conditioning electrical, janitorial, carpet cleaning, pest control and general building maintenance, monitor resolution of issues and generates monthly report;
• • Prepares workspaces for assumption of duties and re-assignment/re-location of staff;
• • Manages parking assignments for staff and visitors;
• • Engages caterers and arranges for the provision of meals and refreshments for meetings and Ministry events. Receives, reconciles and submits invoices to the Accounts Department for payment;
• • Arranges daily assignments of drivers and vehicles, in the absence of the Director;
• • Researches and/or verifies data and/or information for the preparation of activity/performance and other reports, prior to submission to the Ministry of Finance and the Public Service;
• • Compiles data and prepares monthly/quarterly reports in relation to Office Management;
• • Provides responses to official enquiries about the Branch and where necessary, refers enquiries to the appropriate officers;
• • Maintains electronic and hard copy filing and records management system for fleet;
• • Undertakes any other related duties of the branch, as directed by the Director.

Desired Traits and Characteristics

• • Good oral and written communication skills;
• • Excellent customer relations skills;
• • Good interpersonal skills;
• • Good time management skills;
• • Good organizing skills;
• • Integrity;
• • Compliance.
• • Good knowledge of office services, administrative procedures and practices;
• • Proficient in relevant Software Applications;
• • Good knowledge of the operations of Government/Ministry’s policies and procedures pertaining to fleet management.

Qualifications

• • Associate Degree in Business Administration, Management Studies, Public/Business Administration, or related social sciences;
• • One (1) year experience in a similar environment/capacity;
• • Training in Office Management and/or Customer Service principles and practices would be an asset.
OR
• • Diploma in Office Administration/Administrative Management
• • Two (2) years experience in a similar environment/capacity.
• • Any equivalent combination of qualification and experience

Additional Information and Instructions

Special Conditions Associated with the Job: ✈️ May be required to travel to Public Bodies outside of Kingston. ⏰ Working extended hours. 📅 Deadline for Applications: Thursday, December 12th, 2024 📍 Submit to: Director, Human Resource Management & Development Ministry of Tourism 64 Knutsford Boulevard, Kingston 5 📧 Email: hrm@mot.gov.jm ℹ️ Subject: Office Administrator (GMG/AM 3) 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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