JOB PURPOSE
The Administrative Assistant will support the NCDA Montego Bay ‘Tek It To Dem’ Project in its administrative funtions to attain the objectives of the project. The officer will prepare correspondences, assist with filing, provide logistical support, maintain and manage the internal and external communication system and coordinate/execute the procurement functions in an effort to ensure the efficient and effective operation of the Montego Bay office.
KEY OUTPUTS
- Monthly Report prepared and submitted by the deadline given
- 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 RESPONSIBILITY AREAS
- Manage the communication system both internal and external
- File correspondences to ensure ease of access, contracts and relevant information to personnel and general files
- Assist in providing administrative support to the implementation and monitoring of the Budgets.
- Prepare letters, memorandums, documents, reports accurately and within the agreed time frame.
- Maintain adequate supply of stationery items
- Confidentiality and integrity exercised at all times
- Insure that a Reach is completed with all visitors to the office
- Attend meetings as required and prepare minutes/action items
- Attend training workshops when requested
- Organize and Coordinate meetings on behalf the project. Attend meetings; prepare minutes and action sheets and follow-up on decisions to ensure timely implementation.
- Monitor stock of Stationery and Office Supplies to ensure suitable inventory levels
- Prepare requisition for re-order, support the process to re-stock
- Provide logistical support with off-site events
- Key deliverables are produced within agreed time frames to the required standards
- Confidentiality of information obtained on the job is preserved
- Procurement of goods, services or works are done in accordance with current guidelines established by the GoJ and the relevant funding agencies
- Any other related duties assigned.
REQUIRED COMPETENCIES
- Good administrative skills
- Proficiency in the use of relevant computer application (MS Word, Excel and Power Point)
- Good communications Skills- Oral and written
- Knowledge of HIV and Substance Abuse
- Good time management and interpersonal skills
- Able to work on own initiative with minimum supervision.
- Ability to develop, plan, and implement short and long-range goals.
- Ability to handle high volumes of activity in a timely, professional and efficient manner.
- Skill in organizing resources and establishing priorities.
- Ability to use independent judgment and to manage and impart confidential information.
- Ability to work professionally and cooperate with team members and representatives of other agencies.
- Strong time management skills, especially when facing tight deadline.
- Good coordination and network building skills.
- Flexible to work under pressure.
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:
- Associate Degree in Business Administration, Management Studies, Administrative Management, Social Sciences, Public Administration or Equivalent.
- At least three (3) years’ work experience in 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.
- Will be required to travel outside of assigned Parish.
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Interested persons should submit their application along with resume no later than
May 5, 2023 via email to jobs@moh.gov.jm
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.