Administrative Assistant - Montego Bay

Key Outputs:

• Assistance with plans and reports provided
• Inventory records updated
• Inventory managed
• Preliminary research conducted
• Minutes, letters and memoranda prepared
• Monthly, Quarterly, Annual Reports drafted
• Goods and services procured
• Records maintained
• Contribution to Annual Reports provided
• Meetings, trainings and consultations coordinated

Key Responsibility Areas

Management/Administrative Responsibilities

• Assists in the preparation of the Branch Strategic and Operational Plans, Procurement Plans and Cash Flows.
• Assists with the preparation of the Budget for the Branch and related budgetary programmes.
• Develops Individual work plan based on alignment with the Region’s Operational and Strategic Plan
• Manages the procurement activities for the Branch.
• Assist with the coordination of the Branch’s meetings and functions relating to the operations of the Branch.
• Participates in meetings, workshops, seminars and other events as needed.
• Manages the branches electronic and manual record keeping systems

Technical/Professional Responsibilities

• Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch.
• Conducts research to assist with the preparation of reports, data presentations and other documents.
• Schedules and arranges meetings, training sessions, visits etc., coordinates documents or activities that may be needed before meetings.
• Answer queries and prepares responses to requests from stakeholders.
• Maintain confidential records and files.
• Maintains adequate levels of stationery and office supplies for the Branch.
• Updates and maintains registers of attendance and leave for the Branch for further submission to the Human Resource Management & Development Branch.
• Request items for discussions from the relevant persons and prepares agenda for the monthly staff meetings; assists with the arrangement for other meetings as directed.
• Processes incoming and outgoing correspondence.
• Assist with the onboarding process for new staff.
• Maintains logs and databases as directed.
• Composes meeting notes from sessions held by the Branch.
• Receives telephone calls and visitors, makes appointments and confirms meetings.
• Monitors all inquiries directed to the office and provide where possible necessary advice or information required by clients.
• Maintains schedule of all appointments and official engagements of the Director and issues reminders of ensure fulfilment.
• Prepares presentation for Director meeting based on information provided.

Performance Standards:

• Filing system developed and maintained in keeping with Authority’s established guidelines for records management
• Office supplies requisitioned within agreed timeframe
• Adequate stationery and office supplies maintained in branch
• Meetings, training sessions coordinated according to agreed standards and timeframes
• Research conducted is based on established research standards and guidelines and submitted within agreed timeframe
• Correspondence processed within agreed timelines
• Travel arrangements finalized within agreed time period
• Meeting notes produced in accordance with format and deadline stipulated
• Filing Systems updated within the agreed timeframe
• Reports prepared within agreed timeframe
• Logs and databases accurately maintained

Required Competencies:

Technical Competencies

• Organize, prioritize, and manage documentation effectively.
• Utilize office technology and manage resources efficiently.
• Prepare and proofread documents for accuracy and consistency.
• Handle internal and external communications professionally.
• Working knowledge of the GoJ Procurement policies and guidelines
• Knowledge of research methodologies
• Demonstrated levels of customer service skills

Core Competencies

• Communicate clearly and collaborate well with team members.
• Develop skills continuously and understand the broader organizational context.
• Drive improvements and make sound decisions.
• Demonstrate a commercial mindset and ensure value for money.
• Deliver quality service consistently.
• Meticulous and pays keen attention to details
• Excellent interpersonal skills
• Ability to work under pressure
• Use of initiative and understanding

Core Values:

• Accountability and integrity in all tasks.
• Inclusivity and respect for diversity.
• Commitment to service excellence and innovation.

Minimum Required Education and Experience

• ASc. Public Administration, Business Administration or related discipline
• One (1) year working experience in a similar capacity

OR

• Diploma in Business Administration or related discipline
• Two (2)years working experience in a similar capacity

PLUS

• Five (5) CSEC subjects including English and Mathematics

ALL APPLICANTS WILL BE REQUIRED TO PASS A SECURITY BACKGROUND CHECK.

PLEASE NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.