Administrative Assistant (GMG/AM 3)

Summary

Under the direct supervision of the Director, Corporate Services, the Administrative Assistant is required to manage, organize, monitor and execute administrative duties functions pertaining to the operations of the Division, including liaising with the Departments/Units that fall under the responsibility of the Division. 💰Basic Salary: $2,190,302 - $2,945,712 per annum

Responsibilities

• Management/Administrative:

  • • Schedules and organizes all internal and external meetings for the Director;
  • • Maintains calendar of activities, meetings, and various events for the Director;
  • • Manages all incoming and outgoing correspondence addressed to the Director;
  • • Receives and screens visitors and ensures that they are directed to the relevant officers or Department/Unit;
  • • Assists in the preparation of the Operational and Strategic Plans for the Division, as well as Unit and Individual Work Plans for signing and submission;
  • • Manages the leave cards for the Directors that fall under the responsibility of the Division;
  • • Participates in the co-ordination of Special Projects assigned to the Director;
  • • Ensures the ease of access to up-to-date information and speedy retrieval;
  • • Ensures the security of official and confidential records.

• Technical/Professional:

  • • Types, formats, edits, revises, proofreads and processes a variety of documents and forms including general correspondence, notices, reports, applications, memos, agreements, statistical charts and other documents from rough draft or verbal instructions;
  • • Composes routine correspondence; copies, disseminates, and posts documents and information as appropriate;
  • • Responds to routine and other correspondence;
  • • Compiles and prepares data from various sources including accounting, statistical, and related documents;
  • • Creates and maintains a computer-based tracking system for information and reports sent to and received from the Department/Units under the purview of the Division; institutes and manages follow-up mechanisms to ensure follow-through on action items and efficiency of the Division;
  • • Assists in the compilation of monthly, quarterly and annual reports and periodic statistical reports;
  • • Attends meetings hosted by Director to record Minutes and reproduces same for circulation;
  • • Establishes and maintains a system for the control of confidential files;
  • • Conducts research and collates information for the Director;
  • • Provides support for the planning of events hosted by the Division;
  • • Accesses, sends and manages e-mails on behalf of the Director;
  • • Directs telephone calls and messages to relevant persons in the Division;
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Knowledge of the operations of Government;
  • • Good knowledge of the Ministry’s policies, practices and procedures;
  • • Good oral and written communication skills;
  • • Ability to use judgement and work on own initiative;
  • • Good interpersonal skills;
  • • Good problem-solving skills;
  • • Excellent time management, planning and organizational skills;
  • • Good customer service skills (good at managing internal and external relationships);
  • • High level of integrity;
  • • Good with teamwork and co-operation;
  • • Ability to work under pressure;
  • • Good social skills.

• Technical:

  • • Sound knowledge of administrative principles and practices;
  • • Sound knowledge of modern office processes and procedures;
  • • Knowledge of protocol procedures and practices;
  • • Proficiency in shorthand (100 - 120 wpm) and typewriting (50 - 55 wpm);
  • • Proficient in Microsoft Suite (Word, Excel, Outlook and PowerPoint).

Qualifications

• • Diploma or Associate in Degree in Administrative Management or Business Administration/Business Studies from an accredited institution;
• • Four (4) years’ experience in working in the Public or Private Section in the administrative field or related environment.

Additional Information and Instructions

🗓️ Application Deadline: Applications accompanied by résumés should be submitted no later than Friday, 27th December, 2024 to: Senior Director Human Resource Management and Development Ministry of Foreign Affairs and Foreign Trade 2 Port Royal Street Kingston 📧 Email: recruitment@mfaft.gov.jm 👤 Subject: Administrative Assistant (GMG/AM 3) - Corporate Service Division 🔑 Please include the job title in the subject line of your email. ⚠️ Note: Only shortlisted applicants will be contacted.

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