Administrative Assistant (GMG/SEG 1)

Summary

Under the general supervision of the Project Officer, MyHR+ Implementation, the Administrative Assistant is responsible for providing administrative and secretarial support in facilitating the efficient and effective co-ordination and delivery of services, and the achievement of the goals and objectives of the MyHR+ Implementation, while ensuring professionalism and timeliness in the performance of responsibilities. (Temporary) 💰Salary: $3,501,526 - $4,709,163 JMD per annum

Responsibilities

• • Provides technical and administrative support to the Project Officer;
• • Manages the preparation of correspondence, briefings, reports, presentations and documents;
• • Responds to routine queries by analyzing reports/relevant documents and preparing responses accordingly;
• • Manages routine correspondence, draft responses and redirects to by the Project Officer
• • Collects and collates information from internal and external stakeholders;
• • Prepares agendas and Minutes, monitors and undertakes follow-up actions;
• • Monitors and reviews outstanding technical issues to ensure that matters are drawn to the attention of the Project Officer in a timely fashion

• Provides administrative support to the Project Officer by:

  • • managing the Project Officer’s calendar and schedules and providing regular updates;
  • • arranging travel plans and itineraries;
  • • preparing agendas and packages for meetings;
  • • reviewing and editing reports;
  • • assisting with MyHR+ training and sensitization sessions and workshops islandwide
• • Researches, compiles and prepares confidential and sensitive reports and briefs, as assigned by the Project Officer;
• • Assists with the documentation of policies and procedures for the Unit;
• • Prioritizes and follows-up on issues and concerns addressed to the Project Officer, and refers and/or responds as appropriate;
• • Maintains awareness of the operating environment, including issues and concerns and briefs and updates the Project Officer accordingly;
• • Receives and screens visitors to the Project Office, provides information or access, refers to appropriate staff, takes messages and/or other action, as deemed appropriate;
• • Establishes and maintains confidential files and records management systems, for both paper and electronic documents
• • Prepares monthly and quarterly reports;
• • Prepares action sheet and action plans for meetings as required;
• • Performs any other related duties as assigned by the Project Officer.

Required Skills

• Core:

  • • Excellent verbal and written communication skills
  • • Excellent planning, organizing and time management skills
  • • Well-developed interpersonal skills
  • • Ability to maintain confidentiality and integrity in matters of a sensitive nature
  • • Ability to exercise professionalism, tact, sensitivity and discretion in dealing with people
  • • Ability to determine priorities and schedule and structure tasks in order to meet deadlines
  • • Ability to work independently without close supervision
  • • High level of stress tolerance
  • • Attention to detail
  • • Have good customer handling skills.

• Technical:

  • • In-depth knowledge of the Ministry’s policies and regulations
  • • Knowledge of office management and secretarial procedures and best practices
  • • Knowledge of GOJ records management procedures;
  • • Knowledge of the Public Service Regulations 1961
  • • Knowledge of the Staff Orders 2004;
  • • Knowledge of the FAA Act;
  • • Knowledge of the MyHR+ system;
  • • Ability to create presentations, charts, graphs, databases, and spreadsheets
  • • Ability to compose routine correspondence and reports
  • • Proficiency in the use of MS Office software (Excel, PowerPoint, Word, Access)

Qualifications

• • First Degree in Business Administration or a related discipline;
• • At least three (3) years’ working experience in Administration

Additional Information and Instructions

• Special Conditions Associated With The Job:

  • • May be required to work outside of the normal working hours.
  • • Normal office environment

Applications accompanied by Résumés should be submitted no later than Friday, 9th May, 2025 to: The Executive Director The National Council on Education 37 Arnold Road Kingston 5 📧 Email to: nce.careers@nce.org.jm 📜 N.B. Please include the job title in the subject line of your email. Kindly submit a cover letter and resume along with the name, telephone number and email address of two (2) references, one must be a former/current supervisor. Please note that only shortlisted applicants will be contacted.

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