Assistant to the Permanent Secretary (GMG/SEG 1) Nov. 13, 2017 to Jan. 12, 2018

JOB PURPOSE

To assist the Permanent Secretary in executing her duties as outlined by the Cabinet Office and to act as a conduit for the flow of information to and from the Ministry’s clients (internal and external).

 

KEY RESPONSIBILITY AREAS

  1. Prepares reports as required
  2. Keeps abreast of the status of the Ministry’s reform projects and ongoing programmes as required;
  3. Assesses correspondence and bringing problems and potential barriers to effective implementation to the attention of the Permanent Secretary, together with proposals for corrective action as judged appropriate;
  4. As directed, communicates decisions emanating from the Political Directorate, the Executive and Senior Management, and the Permanent Secretaries’ Board to the relevant personnel and putting in place mechanisms for monitoring of the implementation of these decisions and for follow-up action where appropriate;
  5. Serves as secretary at meetings of Divisional Directors and Section Heads with the Permanent Secretary and ensuring that these meetings are held at designated intervals, that action minutes are produced and circulated within seventy-two hours and that appropriate follow-up action takes place;
  6. As directed, designs, coordinates and evaluates activities/events organised as special projects, which require the involvement of more than one section/division of the Ministry and/or other Ministries;
  7. Establishes mechanisms that will ensure that all reports requested by the Permanent Secretary are received on a timely basis, as directed;
  8. Oversees all arrangements related to overseas travel by the Permanent Secretary, including the securing, and where appropriate, preparing of briefs and other forms of documentation;
  9. Coordinates follow-up action arising from overseas travel by the Permanent Secretary by liaising with the relevant persons and agencies and monitoring the implementation of decisions especially those involving action by the Ministry;
  10. Ensures that there is no delay in the complete and accurate transmission of information to all relevant persons;
  11. Advises the Permanent Secretary of mechanisms for cutting costs and streamlining operational procedures;
  12. Proposes and monitoring the implementation of measures to improve the physical environment; and,
  13. Supervises the Administrator and Senior Secretary
  14. Performs any other related duties as assigned

 

REQUIRED COMPETENCIES

Functional/Technical Competencies Levels
Knowledge of the Ministry of Health’s policies and procedures  
Proficiency in the use of relevant computer application  
Knowledge of modern office equipment, practices and procedures  
General administrative practices  
Familiarity with the Staff Orders for the Public Service  
Familiarity of the Civil Service Establishment Act  
Planning and organizing skills  

 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

  • First degree in Management or Public Administration,
  • Plus a minimum of three (3) years experience in an administrative capacity.

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Interested persons may apply in writing accompanied by resumes. Applications must be submitted no later than October 16, 2017 to:

Director

Human Resource Management & Development

Ministry of Health

10A Chelsea Avenue

Kingston 10

jobs@moh.gov.jm

 

Please note that responses will be sent to short- listed applicants only