Administrative Assistant (GMG/AM 3)

Summary

Under the general direction of the Director, Enterprise Risk Management, the Administrative Assistant is responsible for providing efficient and effective administrative support services in a manner which allows for the efficient operations of the Branch’s functions and supports the execution of practices and procedures which are consistent with government regulations/guidelines. 💰Salary: $2,190,302 – $2,945,712 JMD per annum.

Responsibilities

• • Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination;
• • Organizes meetings for the Director and staff as necessitated;
• • Maintains the Director’s diary electronically by recording appointments, meetings visit etc. on a day-to-day basis and confirms, cancels and reschedules appointment on the Director’s behalf;
• • Attends meetings as required, make notes and produce minutes for dissemination and follow-up action;
• • Manually and electronically logs receipt and dispatch of correspondence;
• • Handles routine correspondence on behalf of the Director by retrieving and sending correspondence from intranet and internet;
• • Receives and disseminates information on behalf of the Director’s office;
• • Creates and maintains audit reports database with weaknesses, recommendations, management response and the implementation status of recommendations;
• • Updates and maintains database with reports and documentation;
• • Follow-up with Agencies/Departments to ensure the submission of documents to aid the work of the Director’s office;
• • Liaises with internal and external stakeholders;
• • Drafts letters and memoranda for the Director's signature;
• • Conducts research and prepares draft responses to correspondence for vetting by the Director;
• • Keeps abreast of the progress of activities within the MOJ, providing background information, as well as preparing briefs for the Director for participation in meetings;
• • Prepares and disseminates internal advisories from the Director’s office to internal stakeholders;
• • Follow-up with entities/divisions regarding submission of management responses to communique;
• • Participates in meetings, seminars, workshops and conferences as required;
• • Prepares reports and programme documents as required;
• • Issues meeting reminders for Enterprise Risk Management Committee;
• • Co-ordinates procurement activities on behalf of the ERM for goods and supplies and ensure the adequacy of the Branch stationery and supplies;
• • Assists with the preparation of the annual budget of the Branch;
• • Reproduces confidential and other urgent correspondence and deal with urgent mail and emails as directed;
• • Acts as Recording Secretary to select Committees;
• • Performs other related functions assigned from time to time by the Director.

Required Skills

• Core Competencies:

  • • Adaptability
  • • Compliance
  • • Customer and Quality Focus
  • • Initiative
  • • Integrity
  • • Interpersonal
  • • Oral Communication
  • • Team Work & Cooperation
  • • Time Management
  • • Written Communication

• Technical/Functional Competencies:

  • • Accountability
  • • Analytical Thinking
  • • Attention to Detail
  • • Coaching and Mentoring
  • • Fiscal Management
  • • Goal/Results Oriented
  • • Leadership
  • • Methodical
  • • Planning and Organising
  • • Presentation and Reporting
  • • Problem Solving and Decision-making
  • • Resilience
  • • Stress Tolerance
  • • Technical Skills
  • • Use and Application of Technology

• Other Competencies:

  • • Knowledge of the Public Service Regulations, Staff Orders, Financial and Administration and Audit Act and other regulations and procedures governing the Public Sector
  • • Knowledge of budget cash flow preparation
  • • Ability to compose correspondence and reports
  • • Good dictation and transcribing skills
  • • Meticulous, quality conscious and thorough in the approach to organizational activities

Qualifications

• • Associate Degree in Office Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
• • Two (2) years’ experience in an Office Management environment.

Additional Information and Instructions

• Specific Conditions associated with the job:

  • • Work will be conducted in an office outfitted with standard office equipment and specialized software.
  • • The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
  • • Will be regarded to travel to meetings to support the Director, as applicable.

Kindly submit cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor no later than Friday, April 25, 2025 to: Senior Director, Human Resource Management and Development Ministry of Justice 61 Constant Spring Road, Kingston 10 or via Website 🔗 Click the Apply link to apply via MOJ Website The Ministry of Justice thanks all applicants for their interest, but only those shortlisted will be contacted.

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