Job offer: Executive Secretary - Office of The Chief Technical Director


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 Director
Job 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.


How to Apply

Kindly use the following link to apply for this job:
JOB BY
Caribbean Jobs
Digicel Building, 14 Ocean, Boulevard 9th Floor, Kingston
  +1 876 619 5256

View all 198 Jobs

Related Jobs


See all jobs