Administrative Assistant (GMG/AM 3)

Key Responsibilities

Management/Administrative: 

• Assists in the preparation of the Unit’s Strategic and Operational Plans, Procurement Plans and Cash Flows; 
• Assists with the preparation of the Budget for the Unit and related budgetary programmes;
• Develops Individual Work Plan based on alignment with the Unit’s Operational and Strategic Plans; 
• Maintains calendar of activities for the Director, Enterprise Risk Management, schedules and arranges appointments, meetings and consultations; 
• Keeps a record of all deadlines and important matters, bringing them to the attention of the Director and interfacing with officers and Divisions/Departments/Agencies concerned to ensure that deadlines and important matters are completed; 
• Provides information to stakeholders as directed by the Director, Enterprise Risk Management regarding ongoing and completed initiatives; 
• Types, monitors and/or directs telephone calls, emails and facsimile transmittals;
• Co-ordinates meetings, workshops, seminars, conferences, consultations and other fora for the Unit; 
• Attends meetings involving the Director, Enterprise Risk Management and record Minutes;
• Prepares agendas; 
• Assists in preparing reports as directed by the Director, Enterprise Risk Management. 

Technical/Professional: 

• Sources information to assist the Director, Enterprise Risk Management in making recommendations to the Permanent Secretary and other stakeholders; 
• Organizes and manages the day-to-day activities of the Director, Enterprise Risk Management; 
• Participates in and co-ordinates meetings and follow up on critical issues emerging from these meetings; 
• Maintains critical files relating to the science, energy and technology portfolio;
• Composes correspondence independently, from notes or from oral instructions;
• Liaises with all relevant stakeholders for the timely completion of activities relating to science, energy and technology initiatives; 
• Assists with the preparation of PowerPoint and other presentations for the Director;
• Organizes and co-ordinates, workshops, seminars, training sessions, exhibitions, fora conducted by the Unit; 
• Conducts research to assist with the preparation of reports, proposals, project plans and other documents; 
• Prepares resource materials such as brochures and relevant literature for workshops and other fora, as instructed; 
• Schedules and arranges meetings, focus groups, visits etc., co-ordinates documents or activities that may be needed before meeting; 
• Secure Conference Rooms, multimedia equipment and other devices/resources for meetings/functions; 
• Maintain confidential records and files; 
• Maintains adequate levels of stationery and supplies for the Unit; 
• Performs other related duties, as assigned. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication 
• Customer and quality focus 
• Teamwork and co-operation 
• Interpersonal skills 
• Ability to work under pressure 
• Confidential

Technical 

• Knowledge of GoJ Procurement policies and guidelines. 
• Use of technology- relevant computer applications such as Microsoft Office Suite
• Excellent Secretarial Skills 
• Knowledgeable of research methodologies. 

Minimum Required Qualification and Experience

• Associate Degree in Public/Business Administration or related discipline
• Knowledge of Risk management principles and procedures would be an asset
• Three (3) years related experience. 

Special Conditions Associated with the Job

• Typical office working conditions 

Please note that only shortlisted applicants will be contacted.