Administrative Assistant

Key Outputs:

• Inventory managed and records updated. 
• Preliminaryresearch conducted. 
• Minutes, letters and memoranda prepared. 
• Monthly, Quarterly, Annual Reports drafted 
• Goods and services procured 
• Records maintained 
• Contribution to Annual Reports provided 
• Meetings, trainings and consultations coordinated 

Key Responsibility Areas

Management/Administrative Responsibilities 

• Assists in the preparation of the Division Strategic and Operational Plans, Procurement Plans and Cash Flows. 
• Assists with the preparation of the Budget for the Department and related budgetary programmes. 
• Manages the procurement activities for the Department 
• Assist with the coordination of meetings and functions relating to the internal operations of the Department. 

Technical/Professional Responsibilities 

• Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch. 
• Conducts research to assist with the preparation of reports, data presentations and other documents. 
• Schedule and arrange meetings, training sessions, visits etc., coordinates documents or activities that may be needed before meetings. 
• Answer queries and prepares responses to requests from stakeholders. 
• Maintain confidential records and files. 
• Maintain adequate levels of stationery and supplies for the department. 
• Update and maintains registers of attendance and leave for the department for further submission to the Human Resource Management & Development. 
• Request items for discussions from the relevant persons and prepares agenda for the monthly staff meetings; assists with the arrangement for other meetings as directed. 
• Process incoming and outgoing correspondence. 
• Compose meetings notes from sessions held by the department. 
• Receive telephone calls and visitors, make appointments and confirm meetings. 
• Respond to emails and other digital queries and correspondence. 
• Monitor all inquiries directed to the office and provide where possible necessary advice or information required by clients. 
• Maintain schedule of all appointments and official engagements of the Director and issue reminders to ensure fulfillment. 
• Prepare presentation for Director meeting based on information provided. 

Performance Standards:

• Filing system developed in keeping with Authority’s established guidelines for records management
• Office supplies requisitioned within agreed timeframe 
• Meetings, training sessions coordinated according to agreed standards and timeframes
• Research conducted is based on established research standards and guidelines and submitted within agreed timeframe 
• Travel arrangements finalised within agreed timelines 
• Notes produced in accordance with format stipulated and produced within deadline stipulated

Required Competencies:

Technical Competencies 

• Working knowledge of the GOJ Procurement policies and guidelines 
• Use of relevant computer applications and office productivity tools 
• Knowledge of research methodologies 
• Demonstrated levels of customer service skills 

Core Competences 

• High level of integrity 
• Meticulous and pays keen attention to details 
• Excellent interpersonal skills 
• Sound communication skills (written and oral) 
• Teamwork and cooperation 
• Ability to work well under pressure and navigate multiple deadlines 
• Use of initiative and understanding 
• Good time management and organizational skills 

Minimum Required Education and Experience

• Associate degree in Public Administration, Business Administration or related discipline
• One (1) year working experience in a similar capacity 

OR 

• Diploma in Business Administration or related discipline 
• Two (2)years working experience in a similar capacity 

PLUS 

• Five (5) CSEC subjects including English and Mathematics 

ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK. PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.