JOB PURPOSE
The Administrative Assistant, assigned to the National Council on Drug Abuse (NCDA) will be responsible to provide administrative support to the team in an effort to ensure the efficient and effective operation of the “Tek It Dem” Project.
KEY OUTPUTS
- Monthly reports submitted within the required timeframe
- Minutes/Action Sheets produced within the required timeframe
- Correspondences prepared within the required timeframe
- Procurement process for activities completed as agreed
- Files updated within the required timeframe
- Flow and distribution of information coordinated and disseminated
- Key deliverables are produced within agreed time frames to the required standards
KEY RESPONSIBILITY AREAS
- Prepares letters, memorandums, documents, reports accurately and within the agreed time frame.
- Manages the documentation processes for the team, ensuring timely delivery of same
- Manages the communication channels in place ensuring that messages are recorded and disseminated accurately
- Receives visitors and provide the relevant support required where necessary
- Maintains adequate supply of stationery and care package items required
- Coordinates the payment of utilities for the office including rental agreements
- Ensures that a Reach form is completed for all visitors to the office
- Attend meetings as required and prepare minutes/action items
- Attend training workshops when requested
- Ensure the strict preservation of confidentiality of information obtained on the job
- Prepares procurement documents for goods, services or works done in accordance with current guidelines established by the GoJ and the relevant funding agencies
- Prepares punctuality and attendance report for the team on a monthly basis
- Collate and dispatch claim forms as well as all relevant correspondence within agreed time frame
- Ensures that all leave forms are fully completed and dispatched as agreed
- Coordinates and tracks the relevant budgets managed by the team
REQUIRED COMPETENCIES
- Knowledge of HIV and Substance Abuse
- Strong time management skills, especially when facing tight deadline.
- Good knowledge of the GoJ Procurement Guidelines, Staff Orders and other GoJ regulations
- Sound knowledge of donor funded project operating environment
- Well-developed technical skills in computer applications, including Microsoft Word, Excel and Power Point
- Good interpersonal skills with a proven ability to communicate effectively (both written and verbal) with all levels within the organization
- Unquestioned personal integrity with strong ethics and values
- Capable of working independently and with minimum supervision
- Logical approach to identifying and evaluating issues
- Planning and organizational skills with the ability to prioritize multiple assignments
- Display awareness of the need for confidentiality in sensitive matters
- Demonstrate job commitment and personal flexibility to meet changing expectations.
- Excellent skills in teamwork and cooperation
REPORTING RELATIONSHIP
The Officer will report directly to the Project Co-ordinator, NCDA.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
The successful applicant should possess the following qualifications:
A First Degree in Business Administration, Administrative Management, Business Management or its equivalent with at least three (3) years’ work experience in a similar capacity.
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
- Exposure to highly confidential and sensitive information.
- May be required to work beyond normal working hours in order to meet deadlines.
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Interested persons should submit their application along with resume no later than March 23, 2022 via email to jobapplications.moh@gmail.com
Applications must be addressed to:
Director
Human Resource Management & Development
Ministry of Health & Wellness
10a Chelsea Avenue, Kingston 5
We thank all candidates for responding, however only shortlisted applicants will be contacted.