Administrative Support (GMG/AM 2)

Organisation
Ministry of Industry, Investment and Commerce
Reference
VAC-54555
Contract Type
Not Vacant
Industries
Secretarial Administrative & Clerical
Location
Montego Bay
Salary & Benefits
$1,711,060 - $2,301,186 per annum
Date Posted
31/10/2024
Expiry Date
19/11/2024
The Administrative Support is responsible for planning, organizing, directing and controlling all human resource and administrative functions of the Regional Office of the Department of Co-operatives and Friendly Societies.

 

Key Responsibilities

Management/Administrative: 

  • Participates in the Unit’s strategic planning process; 
  • Provides advice/guidance to all members of staff in the interpretation and application of government policies, rules and regulations; 
  • Provides advice/guidance and support to the Manager; 
  • Represents the Unit at meetings, seminars and workshops. 

Technical: 

  • Assists with the preparation of the Budget, strategic, operational and workplans for the Unit; 
  • Maintains the Unit’s staff list; 
  • Prepares reports for submission to the Manager; 
  • Submits recommendations through the Manager/Registrar to the Human Resource Division for acting appointments, promotions, appointments, vacation leave, study leave, recreational leave and sick leave; 
  • Prepares and submits letters of justification for the operation of posts within the Unit; 
  • Monitors Attendance Register and maintains leave cards for the entire Unit; 
  • Procures and maintains stationery; 
  • Checks office equipment and furniture for suitability and damage; 
  • Prepares and dispatches official documents; 
  • Establishes and maintains filing systems; 
  • Distributes salary advice. 

Human Resource Management: 

  • Monitors and evaluates the performance of directs reports, prepares performance appraisals and recommends and/or initiates corrective action, where necessary, to improve performance and/or attaining established personal and/or organizational goals; 
  • Participates in the recruitment of staff for the Division/Unit and recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures; 
  • Provides leadership and guidance to direct reports through effective planning delegation, communication, training, mentoring and coaching; 
  • Ensure the welfare and developmental needs of staff in the Division/Unit are clearly identified and addressed; 
  • Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to Division’s and organization’s goals; 
  • Allocates and schedules work; allocates monthly mileage to travelling officers; 
  • Performs any other related duties assigned from time to time. 

 

Required Knowledge, Skills and Competencies

Core: 

  • Good oral and written communication skills 
  • Good oral communication skills 
  • Excellent planning and organizing skills 
  • Strong customer and quality focus skills 
  • Good time management skills 
  • Good interpersonal skills 
  • Problem solving and decision making skills 
  • Methodical 
  • Teamwork and co-operation 
  • Initiative 

Technical: 

  • Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures 
  • Sound knowledge of human resource management and administration
  • Proficient in relevant computer applications 

 

Minimum Required Qualification and Experience

  • Diploma/Certificate in Human Resource Management, Public Administration, Management Studies 
  • Two (2) years’ experience at a supervisory level. 

 

 

 

 

Please note that only shortlisted applicants will be contacted.

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