Administrative Assistant (Level 2)

Summary

The incumbent is responsible for providing support for the effective office and administrative management of the Branch. 💰Salary: $1,439,455 - $1,935,907 JMD per annum.

Responsibilities

• Management/Administrative:

  • • Develops a set of operational objectives and guidelines for the operations of the Branch with guidance from the Manager/Senior Manager;
  • • Liaises with various strategic partners, clients and stakeholders to address or bring issues to the attention of the Manager/Senior Manager, or in the general organizing and planning of various programmes and/or events;
  • • Develops processes for efficient manual and computerized records management systems;
  • • Develops Individual Work Plan and plan for the administrative support of the Manager/Senior Manager for review.

• Technical/Professional:

  • • Analyzes documents and correspondence to the Manager/Senior Manager. Manages their processing, including preparing acknowledgment, initiating follow-ups and routing to respective individuals and personnel;
  • • Pursues appropriate follow-throughs to ensure matters are attended and appraises the Manager/Senior Manager appropriately;
  • • Prepares a range of official and routine documents, including reports and correspondence;
  • • Drafts reports, presentations and other documents as preparation for relevant meetings, programmes and initiatives within the Branch;
  • • Organizes meetings, schedules and agenda for the Manager/Senior Manager;
  • • Compiles information for the Senior Manager, as requested;
  • • Ensures efficient computerized and manual systems of filing for the office and the secure maintenance of official and confidential records;
  • • Manages the office and supplies inventory for the office, and the acquisition of relevant equipment, furniture and tools for the effective operations of the Branch;
  • • Prepares/compiles appropriate meeting documents, including Minutes, and ensures follow-ups with post-meeting actions and decisions;
  • • Participates in planning and organizing of ITA functions and ceremonies.

• Human Resource:

  • • Contributes to a system that fosters a culture of teamwork, integrity, engagement, high-performance and commitment to the organization’s goals and initiatives;
  • • Contributes to the development and implementation of a Succession Planning Framework in collaboration with the Human Resource Management and Development Division;
  • • Participates in setting the framework for culture and expectations for the Onboarding or Orientation Programme/process;
  • • Performs any other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Good problem-solving skills
  • • Team and results oriented
  • • Good interpersonal skills
  • • Good planning and organizing skills
  • • Ability to use own initiative
  • • Integrity and confidentiality

• Technical:

  • • Sound background in administrative and office management
  • • Knowledge of government operational procedures
  • • Proficient in the use of relevant computer applications

Qualifications

• • Diploma/Associate Degree in Public Sector Management/Administrative Management or related discipline;
• • Two (2) years related working experience.
• • ➖➖➖ OR ➖➖➖
• • Four (4) CXC subjects including English Language;
• • Diploma in Secretarial Studies from a recognized institution;
• • Certificate in Administrative Management Level 1;
• • Three (3) years related experience.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than Tuesday, 28th January, 2025 to: Senior Director, Corporate Services Island Traffic Authority 97 B Church Street Kingston 📧 Email: ita-hr@mtw.gov.jm ℹ️ Subject: Administrative Assistant (Level 2) 🔑 Please include the job title in the subject line of your email.

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