Administrator (GMG/AM 4) - Regional Office

Minimum Required Qualification and Experience:

• Bachelor’s degree in Management Studies, Business Administration, Public Administration, or a related field from a recognized institution. 
• At least five (5) years of experience in an administrative role, preferably in a public sector or corporate environment. 

Specific Knowledge, Skills & Abilities:

• Extensive knowledge of the Government of Jamaica (GOJ) Public Procurement Act and Regulation 
• Ability to understand and interpret contractual agreements 
• Working knowledge of basic accounting/mathematical principles 
• Advanced knowledge of Microsoft suite applications such as Word, PowerPoint and Excel 
• Excellent knowledge and skills in report writing 
• Sound knowledge of record keeping and records/file management techniques
• Sound knowledge of office management practices and principles 

Key responsibilities will include but not limited:

• Provides proactive administrative support to the Senior Director, Corporate Services in ensuring the efficient and effective coordination of activities and the achievement of the goals and objectives of the Division by: 
• Managing the Senior Director’s calendar and schedules and providing regular updates;
• Arranging travel plans and itineraries; 
• Coordinating Divisional Team meetings, conferences and other events; 
• Preparing agendas and packages for meetings; 
• Reviewing and editing reports. 
• Provides secretarial support to the Senior Director, including: 
  • Taking and transcribing dictation and taking and reproducing minutes of meetings;
  • Processing incoming and outgoing correspondence 
  • Responding to routine enquiries 
  • composing and preparing correspondence, memoranda, and other documents and presentations. 
• Acts as chief liaison between the Senior Director’s Office, staff and the public;
• Research, compiles and prepares confidential and sensitive reports and briefs as assigned by the Senior Director; 
• Research and assists with the preparation of policies and procedures for the Division;
• Prioritizes and follows-up on issues and concerns addressed to the Director and refers and/or responds as appropriate; 
• Receives and screens incoming calls, refers to the Senior Director or appropriate staff, or provide information as appropriate. 
• Acts as coordinator for special projects at the request of the Senior Director; 
• Ensures security guidelines are strictly observed so as to safeguard the confidentiality of documents; 
• Demonstrate professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the Division. 
• Establishes and maintains confidential files and records management systems, electronic and hard copy, in accordance with established policies and regulatory guidelines, to ensure the efficient and effective delivery of services, confidentiality, easy retrieval, safe custody and an audit trail; 
• Establishes, maintains and updates a library of journals, magazines and other relevant material;
• Participate in the revision, development and dissemination of policies, procedures and regulations; 
• Maintains knowledge of the Organisation’s systems, policies, procedures and practices so as to be able to respond appropriately to enquiries, complaints or issues and ensure compliance;
• Required to perform other related responsibilities that may be assigned from time to time 

Specific Conditions Associated with the Job:

• May be required to work beyond normal working hours and on weekends and holidays
• Exposure to highly confidential and sensitive information 
• May be required to travel within and outside of the Region 

ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED