Announced
01/10/20247 days ago
Job Status
Full Time
Job Type
Employee
Expiration Date
01/01/2025 85 days left
Job Category
Job Location
Kingston
Job Title
Executive Secretary - Office of The Chief Technical DirectorJob Presentation
OrganisationMinistry of Industry, Investment and CommerceReferenceVAC-52205Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits$2,190,302 - $2,945,712 per annumDate Posted30/09/2024Expiry Date16/10/2024Under the direction of the Principal Director, the Executive Secretary 1 (OPS/SS 4) is responsible for providing secretarial support in carrying out the functions and duties of the Principal Director s Office efficiently.
KEY OUTPUTS
- System for control and safekeeping of classified, secret and confidential documents and files established and maintained.
- Own workload prioritized to ensure completion of work.
- Visitors’ and callers interviewed and processed.
- Incoming and outgoing correspondence handled.
- Office schedules and appointments maintained.
- Database maintained.
- Principal Director’s schedules updated.
- Meetings attended.
- Principal Director’s travel arrangements confirmed, when directed.
- Telephone calls answered and messages received and delivered.
- E-mails downloaded and forwarded.
- Confidentiality and integrity maintained.
KEY RESPONSIBILITIES
TECHNICAL & PROFESSIONAL RESPONSIBILITIES
- Organizes and manages the Principal Director’s schedule and updates his activities and appointments.
- Co-ordinates and arranges meetings.
- Prepares meeting correspondence and ensures appropriate circulation.
- Takes dictation and minutes at meetings.
- Maintains an up-to-date record of correspondence and files.
- Makes contact with and relay information to Principal Director and other members of staff in the Office and external agencies.
- Makes the relevant contacts and refer to the appropriate person in the absence of the Principal Director.
OTHER RESPONSIBILITIES
- Performs related duties assigned from time to time.
PERFORMANCE STANDARDS
- System for control and safekeeping of classified, secret and confidential documents and files established and maintained according to the required standard and within the agreed timeframe.
- Own workload prioritized to ensure completion of work in a timely an efficient manner.
- Visitors’ and callers interviewed and processed immediately on arrival/in accordance with the Ministry’s/GOJ Citizen’s Charter
- Incoming and outgoing correspondence handled in an efficient manner daily.
- Office schedules and appointments maintained and communicated accurately in a timely manner.
- Database maintained as required and according to standard.
- Principal Director’s schedules updated and communicated in a timely manner.
- Meetings attended as required.
- Principal Director’s travel arrangements confirmed, when directed in a timely manner
- Confidentially and integrity exercised at all times.
- Accurate and timely completion of tasks assigned.
- Filing system maintained accurately and efficiently to facilitate easy retrieval of files
REQUIRED COMPETENCIES
Core
- Good Oral communication skills
- Good written communication skills
- Good interpersonal skills
- Strong integrity and tack
- Good customer and quality focus skills
- Good problem solving and decision making skills
- Good initiative
- Good planning and organizing skills
Technical
- Proficient in the use of relevant software applications
- Proficient in shorthand at a speed of 100-120 words per minute
- Proficient in typewriting at a speed of 60-65 words per minute
- Sound knowledge of web-based research techniques
- Knowledge of the operations of Government/knowledge of the ministry’s policies and procedures.
MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE
- Four (4) GCE/CXC General Proficiency level passes including English Language and Mathematics.
- Proficiency in typewriting at a speed of 60-65 words per minute and shorthand at a speed of 120 words per minute
- Secretarial Diploma from a recognized institution
- Completion of Certificate in Administrative Management (Level 3) course at Management Institute of National Development (MIND)
- Five (5) years general office experience
OR
- Successful completion of the Certified Professional Secretary Course
- English Language at CXC/GCE ‘O’ level
- Successful completion of the prescribed course at the Management Institute for National
- Development (MIND) Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more
- Training in the relevant software applications e.g. word processing, database and Spreadsheet
- 5 years general office experience
OR
- Graduate from an accredited school of Secretarial Studies
- Successful completion of the prescribed course at the Management Institute for National Development (MIND)
- Proficiency in typewriting at 60-65 words plus shorthand 120 wpm or more
- Training in the relevant software applications e.g. word processing, database and spreadsheet
- 5 years general office experience
SPECIAL CONDITIONS OF THE JOB
- No adverse conditions associated with the job.
Please note that we thank all for responding, but only short-listed applicants will be contacted.
JOB BY