The Ministry of Industry, Investment and Commerce invites applications from suitably qualified candidates to fill the following vacant post:
Administrative Assistant (GMG/SEG 1), Office of the Permanent Secretary
Under the direct supervision of the Permanent Secretary (GMG/EMG 1), the Administrative Assistant (GMG/SEG 1) has responsibility for organizing and administering a range of activities related to the Permanent Secretary’s role as the Accounting Officer of the Ministry and is responsible for providing administrative support to the Directorate. The incumbent is also responsible for coordinating all official overseas trips by providing the necessary travel documents.
Produces documents and reports and transcribes Minutes for circulation;
Conducts research and collates documents for conferences and press briefings;
Conducts extensive research to satisfy queries/questions on behalf of the Permanent Secretary;
Responds to routine and other correspondence;
Ensures the Permanent Secretary is kept abreast of relevant information on issues relating to the Ministry;
Monitors matters that have been passed to Directors/Desk Officers for action;
Represents the Permanent Secretary at meetings, seminars and conferences and records Minutes;
Arranges meetings and logistics;
Coordinates preparation for the Permanent Secretary’s overseas travel;
Ensures compliance within budgetary constraints;
Maintains diary and schedules appointments;
Assists the Secretary in answering telephone calls, finding out problems, and providing the necessary information and guidance sought;
Assists in the management of correspondence;
Keeps records of all deadlines to be met and important matters to be dealt with, and interface with Officers and Departments concerned;
Assists the Secretary with the management of files;
Receives, and screens visitors prior to audience with the Permanent Secretary;
Accesses and sends e-mail via internet;
Assembles and disseminates information to internal and external personnel as requested.
Human Resource Management
Monitors and evaluates the performance of direct reports, prepares Performance Appraisal and recommend and/or attaining established personal and/or organizational goals;
Participates in the recruitment of staff for the Unit and recommends transfer, promotion, termination and leave in accordance with established Human Resource Policies and Procedures;
Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
Ensures the welfare and development needs of staff in the Unit are clearly identified and addressed;
Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and Organization’s goals;
Performs any other related duties, which may be assigned.
Required Knowledge, Skills and Competencies
Good oral and written communication skills
Teamwork & co-operation
Customer and quality focus
Problem solving and decision making
Planning and organizing skills
Analytical thinking Technical
Good judgment and organizational skills
Proficiency in the use of Microsoft applications
Excellent knowledge of protocol and etiquette
Knowledge of general Office administration and procedures
Project management skills
Knowledge of web-based research techniques
Knowledge of the operations of Government
Minimum Required Qualification and Experience
Bachelor of Science Degree in Public Administration, Public Sector Management, Business Administration or related field.
At least five (5) years’ experience in an Administrative capacity
Thorough knowledge of the Civil Service regulations and procedures, FAA Act and the Constitution of Jamaica
Proficient in the knowledge of relevant computer applications.
Special Conditions Associated with the Job
Typical office working environment.
Maybe required to travel island wide or overseas on official business.