Administrator (GMG/AM 3)

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Assists in the preparation of the Branch Strategic and Operational Plans, Procurement Plans and Cash Flows 
• Assists with the preparation of the Budget for the Branch and related budgetary programmes 
• Develops Individual work plan based on alignment with the Branch’s Operational and Strategic Plan
• Manages the procurement activities for the Branch 
• Assist with the coordination of the Branch’s meetings and functions relating to the operations of the Branch. 
• Participates in meetings, workshops, seminars and other events as needed. 

Technical/Professional Responsibilities 

• Conducts research and executes questionnaires and prepares resulting reports 
• Assists in organizing and coordinating, workshops, seminars, training sessions, exhibitions, forums conducted by the Branch. 
• Conducts research to assist with the preparation of reports, proposals, project plans and other documents. 
• Collates information and prepares the Monthly, Quarterly, Annual report, and other special reports for the Branch. 
• Prepares resource materials such as brochures and relevant literature for workshops and courses
• Schedules and arranges meetings, focus groups, visits etc., coordinates documents or activities that may be needed before meeting. 
• Answers queries and prepares responses to requests from members of relevant Committees and other relevant stakeholders. 
• Secure Conference Rooms, multimedia equipment and other devices/resources for meetings/functions. 
• Maintain confidential records and files. 
• Maintains adequate levels of stationery and supplies for the Branch. 
• Undertakes the procurement of equipment and supplies for the Branch in collaboration with the Procurement Unit 
• Liaises with Documentation/Information & Access Services Division to assist with processing Access to Information requests for review and approval by Senior Director 
• Attends technical meetings and produces accurate Minutes, provides administrative functions for relevant Committees, including recording decisions and distributing minutes. 
• Prepares requests for proposals, quotations, specification sheets and evaluation reports for the procurement of equipment and other supplies. 
• Manages and maintains inventory records for all goods, equipment and furniture reposed in the Branch.
• Organizes and ensures all existing and new furniture, equipment and other goods are marked and related inventory registers are updated. 
• Maintains records of income and expenditure reports of the Branch. 
• Arranges for the expeditious processing of bills generated.

Other Responsibilities 

• Performs other related duties as assigned 

REQUIRED COMPETENCIES:

• Good oral communication 
• Good written Communication 
• Customer and quality focus 
• Excellent Teamwork and cooperation 
• Excellent Interpersonal Skills 
• Ability to work under pressure 
• Confidential 
• Knowledge of GoJ Procurement policies and guidelines. 
• Use of technology- relevant computer applications such as Microsoft Office Suite
• Excellent Secretarial Skills 
• Knowledgeable of research methodologies 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate degree in Public/Business Administration or related discipline
• One (1) year working experience in a similar capacity 

OR 

• Diploma in Business Administration or related discipline 
• Two (2) years working experience in a similar capacity 

PLUS 

• Five (5) CSEC subjects including English and Mathematics or a numerical subject.

Please note that only shortlisted applicants will be contacted.