Administrative Assistant (GMG/SEG 1)

Summary

The Administrative Assistant is responsible for the efficient management of the filing and administrative processes of the Executive Suite.

Responsibilities

• • Creates and maintains an updated filing system;
• • Prepares and circulates weekly schedule for the Permanent Secretary;
• • Keeps a record of all deadlines and important matters, bringing them to the attention of the Permanent Secretary, as well as interfacing with officers and Departments concerned to ensure that deadlines and important matters are completed;
• • Co-ordinates and facilitates the flow and distribution of information between the Permanent Secretary’s Office and other Divisions within the Ministry of Labour and Social Security and external Agencies;
• • Liaises with Directors and Programme Managers in order to follow up on matters, as well as to get information for various purposes;
• • Responds to correspondence, as requested, by the Permanent Secretary;
• • Assists in co-ordinating meetings, workshops, seminars, conferences and other fora;
• • Attends meetings involving the Permanent Secretary and records Minutes;
• • Assists in preparing reports as directed by the Director, International Labour Agencies and Information;
• • Conducts research, as required;
• • Types, monitors and/or directs telephone calls.
• • Conducts research using existing literature or data to assist the Director, International Labour Agencies and Information, in making recommendations to the Permanent Secretary and other stakeholders;
• • Participates in and co-ordinates meetings and following up on critical issues emerging from these meetings;
• • Maintains critical files;
• • Assists in co-ordinating meetings to include internal meetings as well as those will various local stakeholders;
• • Composes correspondence independently, from notes or from oral instructions;
• • Assists with the preparation of PowerPoint and other presentations;
• • Performs any other related duties that may be assigned from time to time by the Permanent Secretary and the Director International Labour Agencies and Information.

Desired Traits and Characteristics

• • Excellent oral and written communication skills;
• • Ability to work on own initiative and with minimal supervision;
• • Ability to work with a team in a dynamic environment;
• • Highly developed inter-personal skills;
• • Excellent analytical skills;
• • Excellent problem-solving skills;
• • Excellent presentation and reporting skills;
• • Proficiency with MS Excel, Word, PowerPoint.

Qualifications

• • Bachelor Degree in Administration or Equivalent;
• • Three (3) years working experience in an administrative capacity OR Any equivalent combination of education and experience.

Additional Information and Instructions

Special Conditions Associated with the Job • May be required to work beyond the normal working hours; • Can be a high stressed environment; • Prolong use of the computer. Applications accompanied by résumés should be submitted no later than Tuesday, 22nd October, 2024 to: Senior Director, Human Resource Management and Development Ministry of Labour and Social Security 14 National Heroes Circle Kingston 4 Email: resume@mlss.gov.jm Please note that only shortlisted applicants will be contacted.

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