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Executive Secretary (OPS/SS 4)

Date Posted
15th March 2017
Reference
VAC-25240
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

Applications are invited from suitably qualified candidates to fill the post of Executive Secretary (OPS/SS 4), Security Policy & Risk Management Affairs Division.

Job Description

JOB PURPOSE
Provides Secretarial and Administrative Services to the Chief Technical Director, Security Policy & Risk Management Affairs, Ministry of National Security.


The duties and responsibilities include but are not limited to the following:
KEY RESPONSIBILITIES

  • Draft responses to correspondence for review and signature by the Chief Technical Director (CTD); 
  • Assists in the preparation, compilation and distribution of Cabinet Submissions and other related documents; 
  • Processes incoming and outgoing mail, files and other documents; 
  • Assembles and disseminates information to internal and external parties; 
  • Researches issues, complies reports and papers and presents findings and recommendations on matters assigned; 
  • Responds to routing queries and refers others as appropriate for the CTD’s attention; 
  • Arranges and attends meetings, conferences’ seminars, presentations and other related functions as required from time to time; 
  • Manages the inventory and distribution of office supplies for the Office 
  • Liaises with other Divisions to ensure follow up actions are taken on assignments, submission of work plans, and other matters pertaining to policy and human resources; 
  • Assists with the preparation of travel itineraries (local and overseas) and maintains record of travel arrangements for the CTD; 
  • Manages appointment schedules on behalf of the CTD; 
     

REQUIRED COMPETENCIES

  • Excellent oral and written communication skills 
  • Demonstrates tact and diplomacy in the execution of duties 
  • Excellent customer service skills 
  • Excellent knowledge of office protocol 
  • Ability to organize to achieve operational effectiveness 
  • Flexible and willing to handle diverse and complex tasks at any one time 
  • High level of confidentiality maintained at all times 
  • Ability to make sound decisions 
  • Keen attention to details 
  • Good time management skills 


SPECIALIZED TRAINING

  • Customer service 
  • Records Management 
  • Minute writing workshop 
  • Speed writing 


Special Condition Associated with the Job

  • Typical working environment 
  • May be required to work beyond the normal working hours and weekends 


MINIMUM QUALIFICATION & EXPERIENCE:

  • Certificate/Diploma in Secretarial Studies from a recognized institution or Diploma in Administrative Management or Certificate in Administrative Management Level 2 (MIND) 
  • English Language at CXC or GCE O’ Level 
  • Typing Speed of 50 – 55 words per minute 
  • Five (5) years general office experience with at least three (3) years in a senior secretarial position 


We thank all for responding but only shortlisted applicants will be contacted.

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