Administrative Officer (GMG/AM 2)

Reference
VAC-30861
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary
Competitive Salary
Date Posted
07/02/2019
Expiry Date
25/02/2019
The Administrative Officer (GMG/AM 2), will provide secretarial and administrative duties and also administer a range of activities within the Division to lend support to the Procurement Unit.

 

Key Responsibilities

  • Types confidential correspondences and other material
  • Receives, opens, registers and sorts incoming correspondence
  • Checks and directs all correspondence and ensures that all important matters are dealt with
  • Receives and directs visitors
  • Types letters, reports and memoranda
  • Composes and sends faxes as instructed
  • Receives, directs and makes telephone calls and takes messages as required
  • Photocopies documents, collates and files for subsequent use
  • Types Monthly Reports re: purchase of goods and services done by the Procurement Unit for the Ministry’s records and submissions to the Ministry of Finance and the Public Service
  • Attends meetings and records and reproduces Minutes
  • Assists in sourcing suitable and registered suppliers
  • Assists with the requisition of quotations from suppliers to obtain goods at the lowest prices
  • Establishes and maintains accurate filing system
  • Schedules and maintains Diary appointments for the Procurement Manager
  • Assists in obtaining requests for quotation from suppliers and follows up until they are delivered
  • Updates the Leave Record for the Unit and prepares Monthly Attendance Report
  • Assists with the acquisition of clearance letter from National Insurance Scheme (NIS) and National Housing Trust (NHT) and Tax Compliance Certificate (TCC) from the Tax Administration Jamaica for the Ministry of Industry, Commerce, Agriculture and Fisheries to be exempted from these taxes.

 

Required Knowledge, Skills and Competencies

Core:

  • Excellent Oral and Written Communication skills
  • Good Problem Solving and Conflict Management skills
  • Good People Management, Interpersonal and Good Customer Relations skills
  •  Strong Leadership and Management skills
  • Ability to work on own initiative

Functional/Technical:

  • Proficient in the use of relevant computer applications
  • Sound knowledge of the principles and practices of Human Resource Management and Administration
  • Knowledge of the operations of Government/Ministry’s policies, practices and procedures
  • Typing proficiency at 45 words per minute

 

Minimum Required Qualification and Experience

  • Diploma/Certificate in Business Administration/Public Administration/Management Studies
  • Diploma/Certificate from a Secretarial College
  • Two (2) years’ experience in related field. 

 

Please note that only short listed applicants will be contacted.

 

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