JOB PURPOSE
The Administrative Assistant, NCDA project will be responsible to provide administrative support to the project staff 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
- Prepare letters, memorandums, documents, reports accurately and within the agreed time frame.
- Be on time for work duty
- Documents should be photocopied and faxed within the agreed time frame
- Telephone answered promptly and politely
- Receive visitors and assist where necessary
- Incoming mail recorded accurately, distributed, and messages are recorded and disseminated accurately
- Filing system maintained
- Assist with the procurement of goods for the Project
- 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
- 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
REQUIRED COMPETENCIES
- Good secretarial skills
- Proficiency in the use of relevant computer application (MS Word, Excel and Power Point)
- Good communications Skills- Oral and written
- Knowledge of HIV
- Knowledge of Substance Abuse
- Good interpersonal skills
- Good time management 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:
- Diploma in Business Administration, Management Studies, 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 asigned Parish.
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Interested persons should submit their application along with resume no later than
January 27, 2023 via email to jobapplications.moh@gmail.com
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.