Secretary 2 (OPS/SS 2)

Key Responsibilities

Management/Administrative: 

• Assists with collations of pertinent documentation from the Minister, Permanent Secretary and various Departments of the Ministry and Agencies regarding information which the Director of Industrial Development may need upon request; 
• Assists with the appointments for meetings and other engagements for the Director of Industrial Development; 
• Ensures timely arrangements and preparation for meetings and other assignments;
• Briefs the Director of Industrial Development on information, as required, in advance of appointments; 
• Receives and responds to telephone and/or other enquires;
• Assists with maintaining log of assigned tasks of Officers in the Industry Division;
• Assists with maintaining records of Individual Performance Dashboard (IPD)/Work Plans or other pertinent matters related to each Officer on their personal file; 
• Takes Minutes as required; drafts, circulates and monitors deliverables per action notes from meetings to ensure timely receipt and provides update to the Director of Industrial Development on relevant information; 
• Assists in the preparation of presentations, as required; 
• Provides inputs for the Division’s monthly report, as necessary; 
• Assists with the compilation of information and preparation of internal reports, as well as reports for Public and Private Sector Agencies; 
• Prepares letters, memos and other correspondences, as required; 
• Carries out research, as required, for the Director of Industrial Development;
• Assists with the storage, cataloguing and maintenance of computerized and other filing systems and documents for the Division; 
• Assists with the maintenance of the attendance register for the Industry Division; assists with the preparation and submission of attendance reports and requisite leave forms, as required. 

Human Resources: 

• Ensures that staff is aware of and adheres to the policies and regulations of the Division and the Ministry; 
• Performs any other related duties that may be assigned by the Director of Industrial Development. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Integrity 
• Good presentation skills 
• Good leadership skills 
• Teamwork and co-operation 
• Goal/Results oriented 
• Customer service skills 
• Interpersonal and Networking skills 
• Good problem-solving and analytical skills 
• Ability to use own initiative 
• Multi-tasking skills 

Functional: 

• Knowledge of Research Methodology 
• Report writing skills 
• Good use of technology 

Minimum Required Qualification and Experience

• CXC or GCE O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND); 

OR 

• CXC or GCE O’ Level English Language with proficiency in typewriting at a speed of 40- 45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field; 
• At this level, Shorthand at a speed of 80-100 words per minute would be an asset.

Please note that only shortlisted applicants will be contacted.