Salary range: $1,025,878 – $1,219,446 per annum
JOB PURPOSE
Under the general direction of the Director, Information Systems for Health Branch, the Administrative Assistant is responsible for providing administrative support in order to achieve the objectives of the Health Informatics Unit.
KEY OUTPUT
• Annual budget for the Branch prepared.
• Monthly expenditure monitored and variance reports prepared.
• Stationery, office supplies and equipment procured, secured and controlled.
• Monthly and quarterly reports compiled.
• Commitments prepared
KEY RESPONSIBILITY AREAS
• Prepares the annual budget for the Information Systems for Health Branch.
• Prepares the quarterly cash flow requirements and expenditure statement for the quarterly performance review.
• Monitors the Branch’s expenditure by:
i. ensuring that the bills incurred by the Branch are committed in accordance with budget allocations
ii. maintaining a record of commitments through expenditure and allocations
iii. preparing monthly expenditure and variance reports
• Compiles monthly and quarterly reports on the activities of the Branch for submission to the Director, Information Systems for Health Branch.
• Liaises with the Procurement Manager in order to obtain equipment, furniture, stationery and any other items required for the efficient functioning of the Branch by:
I. Submitting a pro-forma to the Procurement Unit for the preparation of invoice orders
II. Preparing commitments
III. Submitting relevant data to the Accounts Departments
IV. Follow-up to ensure that payments are made to the suppliers
PERFORMANCE STANDARDS
• The Branch’s budget and reports are accurate and delivered in a timely fashion.
• The Director, Information Systems for Health Branch is promptly advised of negative variances in the budget and issues with procurement procedures.
• An efficient and effective inventory management system is implemented.
• Confidentiality of information on the job is preserved at all times.
• A high level of performance is demonstrated.
• Quarterly cash flow and expenditure statements are prepared within the established timeframe.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
• Certificate/Diploma in Public Administration, Management Studies or equivalent
• Training in basic government accounting and,
• A minimum of three (3) years working experience in an administrative capacity or,
• Any equivalent combination of education and experience
SPECIAL CONDITION ASSOCIATED WITH JOB
Typical working environment, no adverse working conditions
Kindly visit the Ministry of Health & Wellness’ website (moh.gov.jm) for the detailed Job Description.
Applications with résumés are to be submitted no later than Monday, September 12, 2022 to:
Senior Director
Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue
Kingston 10
The Ministry of Health & Wellness thanks all applicants for their interest; however, please note that only short-listed candidates will be contacted.