Administrative Officer - Training Infrastructure Development

The Administrative Officer is responsible for providing Administrative and Secretarial services to support the effective and efficient operations of the Department.

ADMINISTRATIVE OFFICER

TRAINING INFRASTRUCTURE DEVELOPMENT DEPARTMENT

MANCHESTER PARISH OFFICE

SHOPS 1&2 LOT 18

CALEDONIA MALL

MANCHESTER

The Administrative Officer is responsible for providing Administrative and Secretarial services to support the effective and efficient operations of the Department. The Officer ensures the confidentiality and integrity of data and information, while exercising judgement and professionalism in the execution of all functions associated with the position.

QUALIFICATION & EXPERIENCE:

ü  NVQ-J Level 5 Certification or Bachelor’s Degree or the equivalence in disciplines such as: Business/Management Studies, Public Administration, Organizational Development or Industrial Psychology

ü  At least three (3) years’ relevant work experience in a comparable position in relevant industries such as: higher education, training or financial

KEY COMPETENCIES:

ü  Excellent Records Management and Document Management System skills

ü  Good Knowledge of Business Research Methods

ü  Excellent Administrative Management skills

KEY DUTIES:

ü  Drafts letters and replies to correspondence on behalf of the Director; ensures that all incoming documents requiring the Director’s approval/signature are in order, and ensures that the documents thereafter are dispatched

ü  Assists with coordinating Team Building activities for the Department

ü  Ensures that meeting rooms/venues are booked, and the necessary documents are prepared for the meetings

ü  Provides the Director with appropriate briefing materials for meetings

ü  Maintains the Director’s calendar; highlights critical important matters/issues for discussion and action

ü  Establishes and maintains log for all Incoming/Outgoing correspondence; takes action as directed and where required; follows-up on correspondence

ü  Records and produces Minutes for meetings

ü  Arranges functions and events as required; ensure all logistical arrangements are in place for meetings

ü  Assists with coordinating and planning of staff training and development activities

ü  Assists with the Tender Process in keeping with the Government of Jamaica Procurement Guidelines and the Ministry of Finance and the Public Service

ü  Assists with the preparation of reports such as annual/monthly, variance, and other

ü  Ensures timely submission of mandatory PBMA reports in keeping with GOJ regulatory requirements

ü  Monitors the maintenance of an accurate and up-to-date Filing/Document management system for easy retrieval of documents

ü  Manages inventory of stationery and other items and follow-up to ensure timely payment of suppliers

ü  Receives and processes Leave applications for submission to the Supervisor and HRM Department

ü  Assists with the preparation and uploads annual operating budget

ü  Prepares Contracts and Claims; liaise with Corporate Counsel with regards to Contracts, where applicable

ü  Organizes Performance Appraisal sessions

ü  Liaises with Cost Centres on Procurement matters

ü  Prepares E-Requester for procurement, where applicable

ü  Drafts memoranda and prepares documents for the Board of Directors’ Approval

ü  Liaises with the Accounting Department for the purchasing of supplies and follow-up to ensure timely payment to suppliers

ü  Conducts Annual Fixed Asset Verification and updates the Department’s Fixed Asset Register with all additions/deletions in accordance with established procedures

 All applications, accompanied by up-to-date resumes and cover letter, must be addressed to:

THE DIRECTOR

HUMAN RESOURCE MANAGEMENT & DEVELOPMENT

THE HEART/NSTA TRUST CORPORATE OFFICES

HUMAN RESOURCE MANAGEMENT & DEVELOPMENT DEPARTMENT

6B OXFORD ROAD, KINGSTON 5

 ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED

The HEART/NSTA Trust is a Statutory Agency of the Office of the Prime Minister, providing Training & Certification for all working age Jamaicans