Job Purpose
Reporting to the Director, Corporate Services, the incumbent is responsible for effecting all arrangements in respect of all official travels – both local and overseas, as well as delivering administrative support to include managing, organizing and co-ordinating the workflow of the Branch; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects, as determined by the Director.
Key Responsibilities
Management/Administrative
- Manages the calendar for the Division which includes, but is not limited to, scheduling appointments, co-ordinating meeting rooms and preparations, including refreshments, where applicable;
- Prepares and modifies documents including correspondence, reports, drafts memos and emails; takes and transcribes dictation, composes and prepares confidential correspondence, technical reports, and other documents;
- Collates quarterly reports from Branches;
- Assists in the research and preparation of audit responses;
- Provides administrative and secretarial support to the Director, Corporate Services;
- Screens incoming calls and correspondence, and responds independently when possible;
- Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Division's intranet filing system, performs data entry and scans documents;
- Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and updates the Division’s mail register;
- Attends meetings internally/externally as may be required for the purpose of Minute taking, conducting research, compiling supporting documents and related tasks;
- Provides offsite logistical support for retreats, seminars, conferences and events that are organized by other Divisions of the Ministry;
- Conducts research and prepares draft reports/summaries/presentations, as required;
- Maintains office supplies for the Division by monitoring stock levels, placing and expediting orders through the Public Procurement and Administration & Asset Management Branches, if required, and verifying receipt of supplies;
- Prepares and maintains project files and ensures that copies of relevant documentation are submitted to the Ministry’s Registry;
- Liaises with Programme Managers, prepares and monitors all requests for payments in keeping with terms and conditions of contract.
Travel and Accommodation
- Participates in the drafting of the Annual Travel Schedule & Budget for the Ministry for each fiscal year, complete with cost estimates;
- Prepares particulars and submissions regarding overseas travel for the political directorate and senior officials of the Ministry;
- Liaises with the Ministry of Foreign Affairs and Foreign Trade and other relevant foreign embassies, local and overseas Missions, regarding the securing of needed documents - visas/visa requirements and protocols etc., to support upcoming travels;
- Manages and monitors the processing of foreign exchange with the relevant officers at the Office of the Prime Minister, issues foreign exchange, prepares documentation to the Office of the Prime Minister for the return of unspent cash, as necessary;
- Liaises with the Ministry of Finance and the Public Service and the Office of the Prime Minister (OPM), to provide clarification, as necessary, to ensure timely processing and necessary approvals and secures local and overseas accommodations and travel routes;
- Liaises with the Travel Agents in respect of travel times, routes and/or options for hotel accommodation, etc.;
- Secures invoices for airline tickets, hotel accommodation and/or ground transportation; where applicable, and follow up to ensure payment;
- Collaborates with the Jamaica Tourist Board for assistance with ground transportation and other protocol needs;
- Requests for purposes of reconciliation, receipts and/or cash in respect of foreign exchange approved as contingency advances;
- Liaises with the local hoteliers to secure accommodation for Ministry personnel;
- Requests the submission of Pro-forma Invoices or final Invoices for processing, in relation to air travel and accommodation secured.
Other
- Provides assistance in the Procurement and Human Resource Branches, as the need arises;
- Executes any other related duty that may be assigned from time to time by the Director, Corporate Services in all Divisional matters.
Required Knowledge, Skills and Competencies
Core:
- Good oral and written communication skills
- Good interpersonal skills
- Customer and Quality focus
- Integrity and confidentiality
- Records and file management
- Critical attention to details
- Teamwork and cooperation
- Initiative and flexibility
Technical:
- Knowledge of travel industry
- Ability to conduct research.
- Knowledge of rules and regulations within the Public Sector pertaining to overseas travel
- Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
- Solid dictation and transcribing skills
Minimum Required Qualification and Experience
- Associate Degree in Office/Business Administration, Management Studies, Public/Business Administration, or related social sciences.
- Two (2) years’ experience in a similar environment/capacity
- Training in Office Management and/or Customer Service principles and practices would be an asset.
OR
- Diploma in Office Administration/Administrative Management
- Three (3) years’ experience in a similar environment/capacity.
- Training in Office Management and/or Customer Service principles and practices would be an asset.
OR
- Any equivalent combination of qualification and experience
Please note that only shortlisted applicants will be contacted.
