Administrative Assistant (GMG/AM 4)

Organisation
Ministry of Finance & The Public Service
Reference
VAC-43002
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary & Benefits
Date Posted
18/11/2022
Expiry Date
07/12/2022
Under the direction of the Director, Asset Management and Disposal Services, the Administrative Assistant will provide executive level support and co-ordination for the Director’s Office.


The Administrative Assistant performs a full range of technical and administrative support functions, including prompt, courteous and effective communication with internal and external stakeholders, to ensure the smooth and effective administration of the Director’s Office.

Key Responsibilities
Technical/Professional:

  • Provides a wide range of complex office administration and support to the Office of the Director;
  • Serves as Principal Administrative Contact and Liaison with all the MoPFS’ internal constituents and external contacts;
  • Develops, implements and administers Divisional office systems, policies and procedures;
  • Designs, implements and maintains systems for receiving, recording, storing and disseminating information;
  • Co-ordinates requests for information from internal and external stakeholders and provides a professional first point of contact for all enquiries;
  • Co-ordinates and tracks the preparation and timely advancement of Cabinet Submission;
  • Ensures Cabinet Decisions are received and actioned as directed/appropriate;
  • Manages complex and changing diaries, including: scheduling, negotiating appointments, meetings and travel arrangements;
  • Implements systems to manage conference/meeting room bookings and equipment set up such as multimedia, teleconferencing, data projector and refreshments;
  • Co-ordinates effective meetings by organizing and collating Meeting Agendas, providing confidential Minute taking and distribution and coordinating follow up actions;
  • Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, presentations, etc.;
  • Co-ordinates Senior Executive Management Meetings/Events, including conferences, seminars and training;
  • Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination;
  • Prepares complex correspondence, briefing packs, reports and papers;
  • Conducts routine and complex research work and summarizes findings to aid decision making by the Director;
  • Prepares and monitors the Budget for the Asset Disposal Services, including tracking expenditures and providing reports;
  • Reviews, assesses, routes, answers and monitors follow up action steps on correspondence and related matters;
  • Maintains Customer Service principles, standards and measurements;
  • Develops Individual Work Plans based on alignment to the overall plan for the Section;
  • Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
  • Maintains knowledge of the Organization’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.


Management/Administrative:

  • Contributes to the development of the Branch’s Strategic and Operational Plans and Budget;
  • Develops Individual Work Plans based on alignment to the Branch’s Plan;
  • Maintains customer service principles, standards and measurements;
  • Participates in meetings, seminars, workshops and conferences as required;
  • Prepares reports and project documents as required;


Human Resources:

  • Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
  • Assists with the preparation and conducts presentations on role of Executive Office for the Orientation and Onboarding Programme.


Customer Service:

  • Maintains Customer Service principles, standards and measurements;
  • Identifies and incorporates the interests and needs of customers in business process design;
  • Ensures critical success factors are identified and meets expectations;
  • Prepares Quarterly and/or Annually Customer Service reports in accordance with established standards;
  • Performs any other related duties that may be assigned from time to time.


Required Knowledge, Skills and Competencies

  • Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
  • Working knowledge of the format of Cabinet Submission and the approval process
  • Excellent keyboarding dexterity
  • Solid dictation and transcribing skills
  • Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the Section
  • General knowledge in Budget Cash Flow preparation
  • Knowledge of office management and administrative procedures and practices
  • Knowledge of the principles and practices of public administration
  • Knowledge of research and statistical methods and techniques
  • Ability to compose correspondence and reports
  • Excellent interpersonal and team management skills
  • Excellent oral and written communication skills
  • Strong analytical and problem-solving skills
  • Strong leadership skills
  • Strong customer relations skills
  • Excellent planning and organizing skills
  • Excellent judgment and decision-making skills
  • Ability to influence and motivate others
  • Proficiency in the use of relevant computer applications

 
Minimum Required Qualification and Experience

  • Bachelor’s Degree in Office Administration, Business/Public Administration, Management Studies or a related discipline;
  • Three (3) years related experience, in a fast-paced Executive/Corporate Analysis environment.


Special Conditions Associated with the Job

  • Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions;
  • May be required to travel locally and overseas to attend conferences, seminars and meetings.


Please note that only shortlisted applicants will be contacted.
 

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