Administrative Assistant (GMG/AM 3) - Public Relations and Corporate Communications Division

Key Responsibilities

• Assists in supporting the requirements of the approved budget for the Division, ensuring that all expenditure are documented and accounted for according to GoJ guidelines;
• Prepares all internal and external commitments relating to the Division’s expenditure, in collaboration with the Finance and Accounts Unit of the Ministry; 
• Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention; 
• Schedules and co-ordinates internal and external meetings on behalf of the Director;
• Maintains an effective system that allows security and speedy retrieval of documents/information, in accordance with established standards, and records all mail received; 
• Assists with research in the preparation of reports, brief and speeches for the Director’s review and Operational and Work Plans, as well as Quarterly/Monthly Status Reports on the work of the Division; 
• Processes assigned correspondence and provides feedback to the Director, as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk; 
• Organizes meetings hosted by the Director, to include Staff Meetings and all other relevant meetings, to include Heads of Divisions/Branches, Heads of Agencies Meetings and prepares Minutes, reproduces and distributes in accordance with established guidelines; 
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director; 
• Co-ordinates activities for a variety of meetings, attends meetings, takes Minutes and prepares and circulates Minutes, as required; 
• Attends meetings with the Director, upon request, takes notes/Minutes, as required;
• Assists the Director with Ad hoc reports and quarterly reviews, as instructed;
• Interfaces with the staff of the Ministry, Agencies and other stakeholders, and responds to problems/concerns and issues that need the Director’s attention; 
• Responds to official enquires about the work of the Division and, where necessary, refers these enquiries to the appropriate officers; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Good problem-solving and decision-making skills; 
• Good planning and organizing skills; 
• Flexibility and adaptability; 
• Good interpersonal skills; 
• Good teamwork and co-operation; 
• Integrity; 
• Ability to use own initiative. 

Functional/Technical: 

• Excellent knowledge in office procedure; 
• Excellent customer and quality focus; 
• Good research and analysis skills; 
• Able to work well with creative people and diverse groups; 
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems. 

Minimum Required Qualification and Experience

• An Undergraduate Degree in Social Sciences such as Management Studies, Business Administration or its equivalent from a recognized tertiary institution;
• Two (2) years related work experience.

Please note that only shortlisted applicants will be contacted.