Administrative Assistant (GMG/AM 2) (Human Resource Management)

Job Purpose

Under the direct supervision of the Director of Human Resource Management and Administration, the incumbent will assist in organizing and administering all secretarial, administrative and clerical activities within the Human Resource Management and Administration Branch in accordance with the established policies and procedures. 

Key Responsibilities

Administrative 

• Prepares letters and memoranda for the Director Human Resource Management and Administration Branch as directed; 
• Prepares reports as requested by the Director HRM & A; 
• Maintains proper records and filing system for HRM & A Branch; 
• Ensures Agenda and Minutes of meeting are prepared and distributed in a timely manner
• Ensures Incoming and outgoing correspondence are processed and distributed in a timely manner; 
• Receives, sorts, and distributes mail; 
• Ensures stationery and office supplies ordered and managed efficiently; 
• Ensures Logbooks and sample assignment documents are properly maintained and issued; 
• Maintains staff confidence and protect operations by keeping information confidential at all times. 
• Prepares monthly reports 

Required Knowledge, Skills, and Competencies

Core: 

• Advanced word and excel processing skills 
• Good Interpersonal and people management skills. 
• Ability to multitask and prioritize. 
• Communicate effectively. 
• Manage interpersonal communication & relationship 
• Excellent knowledge of Records Management and Office Procedures 
• Excellent time management and organizational skills 
• Ability to work under pressure and meet deadlines 

Technical: 

• Proficiency in minute-taking and report writing skills 
• Excellent secretarial skills 
• Proficiency in the relevant software applications 
• Proficiency in shorthand at a speed of 80-100 w.p.m. 
• Proficiency in typewriting at a speed of 40-45 w.p.m. 
• Knowledge of the operations of Government/Ministry’s policies and procedures 

Minimum Required Qualification and Experience

• Diploma in Public Administration or Business Administration or Management Studies.
• Graduation from an accredited School of Secretariat Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at 100-120 words per minute.
• Training in the use of a variety of software applications. 
• Two (2) years’ experience in a comparable working environment. 

OR 

• CXC or GCE O’ Level English Language or equivalent 
• Proficiency in typewriting at a speed of 40-45 words per minute 
• Successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND) 

OR 

• CXC or GCE O’ Level English Language 
• Proficiency in typewriting at a speed of 40-45 words per minute 
• Training in word processing and spreadsheet applications 
• Graduated from an accredited Secretarial School 
• At least three (3) years’ experience in the field. 

Special Condition Associated with the Job

• Typical office working conditions, will be required to cope well under pressure and meet deadlines.

Please note that only shortlisted applicants will be contacted.