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Administrative Assistant (GMG/AM 3) - Kingston, Jamaica - Ministry of Science, Energy and Technology

JOB PURPOSE
The incumbent will assist the Director with administrative duties by providing a wide variety of complex and confidential administrative and secretarial support; and communicating information on behalf of the Director to internal and external stakeholders.

KEY OUTPUTS
 Arrangement of meetings and conferences
 Action/assigned matters monitored
 Efficient customer service
 Maintenance of files and filing system
 Opening, sorting and distribution of incoming mail
 Transcribing and distribution of minutes
 Coordination of the Director’s schedule
 Management of local and overseas travel arrangements
 Maintenance of diary
 Preparation, review and summary of reports/documents
 Preparation of outgoing documents
 Redirect user requests to the appropriate resource
KEY RESPONSIBILITY AREAS
Management/Administrative
 Manages the office by relieving the Director of routine requests and matters.
 Ensures that all official obligations are met, by arranging meetings, conferences and ensuring that all relevant parties are advised and arrangements are made.
 Provides the necessary administrative support to ensure effective management of the CIRT.
 Coordinates the Director’s schedule.
 Opens, sorts, and distributes incoming correspondence, including faxes and email.
 Monitors matters that have been passed to directors/desk officers for action, ensuring that they are pursued to finality, and apprise the Director of the results.
 Liaises with staff in Ministries, Department and Agencies (MDAs), as well as, the Private Sector entities to arrange meetings and other businesses on behalf of the Director.
 Keeps records of all deadlines that have to be met and important matters that have been dealt with, bringing them to the attention of the Director and interfacing with the officers and departments concerned to ensure that the deadlines are observed.
 Handles the daily administrative functions of the office of the Director and manages the time lines for all upcoming projects, issues, and reports and commitments.
 Receives and screens incoming telephone calls to the Director, providing friendly and professional greeting, directing calls, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses and responds where appropriate.
Technical
 Follows established rules and procedures in responding to requests and queries and redirecting items and/or visitors to other staff members.
 Reviews and summarizes miscellaneous reports and documents.
 Prepares background documents and outgoing mail as necessary.
 Handles incoming and outgoing electronic communications on behalf of the Director.
 Provides accurate word-processing support by composing and/or editing a variety of documents; this includes highly confidential correspondence, memoranda, contracts and proposals.
 Proof-reads all outgoing reports, documents and correspondence for spelling, grammar and layout appropriateness, making appropriate changes as necessary.
 Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information.
 Studies and analyses submissions to the Director and where appropriate, deals with them or otherwise brings them to early attention so that they can be addressed without delay.
 Manages local and overseas travel arrangements for the Director.
 Arranges and schedules appointments for the Director as requested, and preparing materials for meetings as appropriate.
 Prepares agendas, attends meetings and ensures that the minutes are taken, transcribed and distributed as required.
 Arranges meetings, workshop and training events.
 Researches and collates information for briefing of the Director.
 Prepares routine monthly reports, and other reports as directed from time to time.
 Performs other related duties and responsibilities as may be determined by the Director from time to time.
Other
 Performs other related duties that may be assigned.
PERFORMANCE STANDARDS
 Established Unit targets are achieved.
 High ethical standards are maintained in the conduct of professional and personal business.
 Reports/correspondence/information are accurate and presented within agreed timeframe.
 Email checked on a daily basis.
 Written communication is clear, concise, and free from error. 
 Meetings and conferences arranged in amply time and attended as requested.
 Incoming queries and customers dealt with courteously and directed appropriately.
 Files and filing system maintained in accordance with established guidelines.
 Mail opened, sorted and distributed within specific timeframe.
 Minutes transcribed and reproduced accurately and distributed to key persons within agreed timeframe.
 Travel agenda managed and arrangements made in required timeframe.
 Diary maintained on a daily basis.
 Reports/documents reviewed and summarized within set timeframe.
 Matters assigned to staff monitored as requested and recorded accurately.

 Integrity, confidentiality and professionalism are maintained in the execution of duties.

REQUIRED COMPETENCIES
The Performance Management and Appraisal System: Guideline System and Reference Manual –
Competency Framework informed the following with grade ‘1’ being the lowest and ‘3’ or ‘4’ the
highest:
Core                                                                       Level 
Oral communication                                                  3 
Written communication                                             3                                 Customer and quality focus                                       2 
Team work and cooperation                                       2 
Initiative                                                                  3
Integrity                                                                  2
Compliance                                                              1
Interpersonal skills                                                   2
Change management                                                1

Functional Level
Problem solving and decision making                         3
Planning and organizing                                            3
Analytical thinking
Use of technology (relevant computer applications – Microsoft Office Suite)  1
 Sound command of the English Language.
 Working knowledge of Open Source Software solutions and standards.
 Records maintenance skills.
 Ability to record and transcribe meeting minutes.
 Ability to maintain calendars and schedule appointments.
 Ability to create, compose and edit written materials.
 Ability to work under pressure and meet deadlines.
 Research Skills
 Job Knowledge - principles and practices of office management and organization.

INTERNAL AND EXTERNAL CONTACTS

Internal Contact & purpose

• Director  -  Guidance and work assignment
• All members of the ICT Division  -  Sharing and receiving information on behalf of the Director. Monitoring assigned tasks

External Contact & purpose

• Ministries, Department and Agencies -  Sharing and receiving information on behalf of the Director
• Private Sector Organizations -  Arrange meetings and other businesses on behalf of the Director
• Cabinet Office -  Sharing and receiving information on behalf of the Permanent Secretary Cabinet Submissions 
• General Public -  Sharing and receiving information on behalf of the Director/Ministry

MINIMUM REQUIRED QUALIFICATIONS AND EXPERIENCE
 BSc. Degree in Business Administration, Management Studies, Public Administration, Administrative Management or related field from an accredited tertiary institution; plus
 At least three (3) years’ experience in related field.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
 Normal office environment.
 May be required to work beyond regular working hours.

AUTHORITY
 None

Submission for applications: Applications should be submitted to the address below no later than June 2, 2017:

The Permanent Secretary

Ministry of Science, Energy and Technology

PCJ Building, 1st Floor

36 Trafalgar Road,

Kingston 10.

Applications may also be forwarded to email address:

careers@mset.gov.jm

We thank all applicants for expressing interest, however only shortlisted candidates will be contacted.

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