Senior Secretary (OPS/SS 3)

Summary

Under the general direction and leadership of the Director – Finance & Accounts Branch, the Senior Secretary is responsible for assisting with the organisation and management of the administrative activities related to the Finance & Accounts Branch of the Jamaica Defence Force 💰 $1,711,060 - $2,301,186 JMD per annum

Responsibilities

• Management/Administrative:

  • • Prepares and submits performance and other reports relating to the achievement of targets for the Branch, as required, and ensures timely submission of all documents/ information requested from the Branch;
  • • Maintains quality customer service principles, standards and measurements for the Branch;
  • • Develops Individual Work Plan based on alignment with the Branches Unit Plan;
  • • Represents the Branch at meetings, conferences and other fora, as needed, in relation to civilianized functions meetings, conferences and other fora as needed in relation to civilianized functions.

• Technical/Professional:

  • • Maintains shared electronic folders containing calendar and contacts in the Microsoft Outlook programme to ensure co-ordination;
  • • Organizes meetings for the Director – Finance & Accounts and staff, as necessitated;
  • • Maintains the Director’s diary electronically by recording appointments, meetings, visits etc. on a day-to-day basis, and confirms, cancels and reschedules appointment on the Director’s behalf;
  • • Attends meetings as required, makes notes and produces Minutes for dissemination and follow-up action;
  • • Manually logs receipt and dispatch correspondences;
  • • 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 database with weaknesses, recommendations, management response and the implementation status of recommendations;
  • • Updates and maintains database with reports and documentation;
  • • Assists with formatting and issuance of reports and documents produced by the Director’s office;
  • • Follows-up with Agencies/Departments to ensure submission of documents to aid the work of the Director’s office;
  • • Maintains monthly attendance reports for the Finance and Accounts Branch;
  • • Monitors staff absenteeism and ensures that the relevant leave forms are submitted, and the register updated by the designated official;
  • • Addresses matters relating to the general maintenance 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 JDF, providing background information, as well as preparing briefs for the Director for participation in meetings;
  • • Makes travel and accommodation arrangements for the Director/staff, when necessary;
  • • Prepares and disseminates internal advisories from the Director’s office to internal stakeholders;
  • • Follows-up with entities/divisions regarding submission of management responses to communique;
  • • Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
  • • Maintains knowledge of the organization’s operations, working knowledge of the policies, procedures, practices and protocols, to be able to respond appropriately to enquiries, requests or issues.

• Human Resources:

  • • Provides guidance on welfare matters;
  • • Maintains harmonious relationships with colleagues.
  • • Performs all other related duties and functions, as may be required, from time to time.

Required Skills

• Core:

  • • Good oral and written communication skills
  • • Good customer & quality focus skills
  • • Teamwork & co-operation
  • • Sound integrity
  • • Compliance
  • • Good interpersonal skills
  • • Good change management skills

• Technical:

  • • Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities;
  • • Excellent keyboarding dexterity;
  • • Working knowledge of statutes, legislations, regulations, policies and procedures that guide the operations of the organization;
  • • General knowledge in budget preparation;
  • • Knowledge of office management and administrative procedures and practices, including records management;
  • • Knowledge of the principles and practices of public administration;
  • • Knowledge of research and statistical methods and techniques;
  • • Ability to compose correspondence and reports.

Qualifications

• • CXC or GCE ‘O’ Level English Language; successful completion of the prescribed course of study at the Management Institute for National Development (MIND); proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years general office experience.
OR
• • Graduated from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e-g., word processing, database and spreadsheets; English Language at CXC or GCE ‘O’ Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND), plus four to five (4-5) years general office experience.
OR
• • Successful completion of the Certified Professional Secretary course; proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE ‘O’ Level; training in the use of a variety of computer software applications and four to five (4-5) years general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development (MIND).

Additional Information and Instructions

• Special 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.
  • • May be required to travel to meetings and other sessions intra island.
  • • May be subjected to search based on JDF’s rule
  • • Office located some distance from the main entrance;

Applications accompanied by résumés should be submitted no later than Thursday, 17th July, 2025 to: ✉️Email: joboppsjdfciv@gmail.com and be addressed to: S01 J1 (Personnel and Administration) Headquarters Jamaica Defence Force Up Park Camp Kingston 5

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