Administrative Assistant (GMG/AM 3)

KEY OUTPUTS:

• Conferences, seminars, workshops and meetings planned 
• Meetings attended, Minutes prepared and circulated 
• Correspondence prepared and distributed 
• Monthly and weekly reports collated 
• Request for the procurement of goods to include office supplies and services prepared 
• Attendance Register for meeting maintained 
• Agenda for meetings prepared 
• Electronic and manual filing system managed 
• Schedules and special appointment co-ordinated 

KEY RESPOSIBILITIES:

• Composes letters/memoranda from general instructions 
• Prepares agenda for meetings and organizes relevant information and documents
• Takes and reproduce minutes of meetings as well as distribute in accordance with established guidelines 
• Maintains schedules of routine, special appointments and advise the Director, Licensing and Applications matters requiring prompt attention 
• Assists in the preparation and collection of standard reports 
• Responds to routine and other correspondence 
• Processes incoming and outgoing correspondence in accordance with established guidelines 
• Maintains a register of attendance at meetings 
• Establishes and maintains an effective filing system for the control and safekeeping of classified and confidential documents and reports and facilitates easy retrieval of documents/information 
• Any other related duties as assigned by the Director, Licensing and Applications

KEY COMPETENCIES

• Well-developed communication and interpersonal skills 
• Excellent Planning and organizing skills 
• Strong customer orientation skills 
• Result oriented 
• Excellent note taking skills 
• Sound and logical approach to problem solving and task analysis 
• Ability to have sound judgement 
• Ability to work on own initiative and under pressure 
• Sound understanding of the Dangerous Drugs Amendment Act 
• Excellent knowledge of office practice and procedures 
• Strong analytical and time management skills 

QUALIFICATIONS & EXPERIENCE REQUIREMENTS:

• 5 CXC or GCE ‘O’ Level subjects including English Language and Mathematics or a numeric subject; successful completion of the Administrative Management Level 3 course at the Management Institute for National Development (MIND) or an equivalent course from a recognized institution. 
• Minimum two (2) years’ experience in a similar capacity in the secretariat skills
• Excellent organizational and time management skills 
• Ability to work on own initiative 

SPECIAL CONDITIONS ASSOCIATED WITH TH JOB

• May be required to work long and unscheduled work hours to meet critical deadlines, including on weekends and public holidays. 

Please note that only shortlisted applicants will be contacted.