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Administrative Assistant - Contractor, etc. (Kingston, Jamaica

Presently, Jamaica is without an emergency telecommunications infrastructure and platform that can facilitat communication among government agencies and first reponders during an emergency in a timely manner.

The existing inventory of Emergency Telecommunications and Early Warning Systems (EWS) in Jamaica is limited and unsuitable for major and wide area impact for the use by first responders in critical moments. The current radio network is not utilized due to lack of communications capacity and coverage, and it depends on unreliable methods such as emails, mobile phones, etc to conduct communication. Due to these reasons , when an emergency occurs , there are problems with delays in the communication which affects the implementation of counter measures.

The Government of Jamaica has received a grant from the Government of Japan through the Japan International Cooperation Agency (JICA) to carry out a telecommunications project for the Improvement of Emergency Communication System in Jamaica (PIECSJ), to be executed by the Office of Disaster Preparedeness and Emergency Management (ODPEM). The project is scheduled to last for approximately two (2) years.

We are seeking to fill the folowing positions to become a part of the project team:

1. Project Manager
2. Project Accountant
3. Administrative Assistant

Project Manager - Contractor

Job Summary

The main objective of the contract is to provide technical and project management/coordination services for the pre-implementation of the Improveemnt Emergency Communications System in Jamaic project. Specifically, the Contractor will oversee:

• The development of a national emergency communicaions systems, including National Early Warning System
• The establishment of an improved comunication environment through the use of a modern Disaster Emergency Communications System (DECOM) which includes the Project for Improvement ofEmergency Communication System in Jamaica.

Key Responsibilities:

• Provide Technical and Project Management/Coordination Services for the pre-implementation and implementation of the Improvement of Emergency Communications System in Jamaica Project
• Complete the design and estimated cost of the pre-implementation actions by Government of Jamaica, implementation plan, maintenance workshops and arrangements, and programme of operation for JICA GOJ DECOM System
• Complete a Plan of Action, work breakdown, and budget for all pre-project rehabilitation/repair works
• Supervise, inspect and report on all pre-project rehabilitation/repair works
• Provide oversight and guidance to the works in designated technical areas
• Conduct assessment of all project sites and provide recommendations for works
• Monitor works to ensure deliverables are consistent with project objectives

Key requirements:

• Masters degree in telecommunication engineering or related field with at least eight (8) years experiecne

OR 

• Bachelor's degree in telecommunications engineering or related field with at least ten (10) years experience
• Must be registered with the Professional Engineering Registration Bpard (PERB)
• Experience in a similar environment or implementation of GOJ Projects would be an asset

Knowledge and Competencies:

• Knowledge of Jamaica's Laws, Policies and Standards governing project implementation and natural disaster management
• Knowledge of Government of Jamaica's Procurement Guidelines/policies
• Knowledgeable and proficient of ICT or Emergency telecommunications
• Proficiency in Project Management and data analysis software
• Strong leadership skills, including ability to work in a collegial partenrship style environment
• Ability to network and develop collaborative pertnership with public and private sectors
• Excellent written and verbal communications skills
• Proficiency in the use relavant computer applications
• Excellent problem solvbing and negotiating skills
• Ability to communicate effectively with all levels of persons, in both writeen and oral formats

Project Accountant (Contractor)

Job Summary

The main objective of the contract is for the Project Accountant (contractor) to be responsible for the establishement and operationof a financial management and accounting system for the Project to ensure that accounting procedures are implemented within approved budgetary provision and conform to the terms of the funding partners and the Projects Operation and Implementation Plan

Key Responsibilities:

• Facilitate all financial audits
• Develop an Accounting Procedures Manual
• Ensure that payments are in keeping with approved expenditures and in accordance with proper due diligence and internal control (ODPEM) procedures
• Prepare Annual and Supplemenatry Estimates of Expenditure
• Prepare Annual and Quarterly Cash Flow Projections
• Maintain all accounts, including detailed  accounts in respect of each contract for services and procurement of goods and equipment, all credits granted, verify all requests for payment and ensure prompt preparation of disbursement applications and payments on expenditure incurred
• Prepare monthly statements and supply information regarding expenditure
• Facilitate both internal and external audits that may be conducted of the project accounts

Key Requirements - Minimum Required Qualifications and Experience:

• Bachelor's degree in Accounting or Management and at keast five (5) years experience at the professional accounting level

Special Knowledge and Skills:

• Knowledge of General Accounting and Auditing Principles
• Knowledge of Government and Project Accounting principles/procedures
• A full understanding of Governement accounting procedures as it relates to tax deductions
• Knowledge of accounting/financial procedures with international lending agencies

Core Competencies:

• Excellent oral and written communications  skills
• Ability to work well in a team
• Excellent interpersonal skills
• Strong working knowledge of Information Systems
• Good computer skills with working knowledge of Microsoft Office Suite especially Microsoft Word and Microsoft Excel
• Excellent use of Accounting software such as APPAC

Adminsitrative Assistant

Job Summary:
The main objective of the contract is for the Administrative Assistant (Contractor) to plan, coordinate and execute administrative duties of amoderate to a higly skills nature for the Project.

Key Responsibilities:

• Perform a wide variety of secretarial and administrative duties as required by the Projectr Manager 
• Perform administrative and secretarial duties exercising discretion and a high degree of judgement
• Coordinate and schedule the Project Manager's calendar to arrangeappintments, meetings and conferences, including interviewing callers and making proper referrals
• Aid in all aspects of the work and activitie of the PIU related to internal and external stakeholders
• Compile, assimilate and prepare confidential and sensitive documents, and brief the Project Manager regarding the contents of the same document
• Assist in the preparation and collection of stadnard reports
• Dreft reports as directed by the Project Manager
• Read and screen incoming correspondence and reports
• Make preliminary assessments of the importnace of materials
• Organize documents
• Handle some matters personally and forward appropriate materials to staff, aqnd follow-up to ensure action is completed

Key Requiremnts:

• Associate degree in Management Studies, Public Administration or related field
• Minimum of five (5) years experience in a similar position

Knowledge and Competencies:

• Excellent knowledge of administrative and secretarial practices of a modern office
• Ability to operate modern business equipment
• Excellent knowledge of Microsoft Office Suite applications 
• Knowledge of the organization and maintenance of filing systems
• Ability to communicate at the Executive level
• Expertise in governmental processes and associated issues
• Excellent oral and written communciation skills
• Ability to work under pressure
• Excellent organizational skills
• Strong interpersonal skills and
• A high level of confidentiality

Please apply in writing with a detailed resume no later than Wednesday, May 16, 2018 to the:

Director of Human Resource Management

Office of Disaster Preparedness and Emergency Management 

2 - 4 Haining Road,

Kingston 5.

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