Corporate Services Assistant

The Corporate Services Assistant will provide administrative support in the areas of operations, facilities management, event management, procurement, fleet management, overseas travel, security administration and customer service.

A.    Responsibilities / Accountabilities

• Liaises with the Corporate Services Officer, Facilities Coordinator and Handyman on rectifying all operations, procurement and facilities matters;
• Functions as relief Facilities Coordinator;
• Liaises with contractors and suppliers on facilities and procurement matters;
• Prepares reports and updates on outstanding facilities matters;
• Sources products and services as required for the Commission;
• Liaises with suppliers on problems and issues with orders;
• Investigates payment discrepancies;
• Disburses and reimburses Petty Cash;
• Makes hotel bookings and travel arrangements for Officers travelling on official duty;
• Prepares per diem for Officers travelling on official duty;
• Assists in  the  coordination  of  Public  Awareness  Programs,  Training  ,  Conferences, Seminars, Hearings  and any other special events/functions hosted by the Commission;
• Collection of various payments from staff (e.g.: contributions, purchases);
• Coordinates the collection and delivery of mail with Chauffeur/Messengers (internal & external);
• Functions as relief receptionist, answers the telephone in a professional manner; directs calls to appropriate individuals and/or takes and relays messages;
• Receives and stores goods delivered to the Commission;
• Updates and maintains an inventory of stationery and goods at the Commission;
• Assists with the acquisition, supply and maintenance of vehicles for the Commission for general use and staff assignment;
• Liaises with all staff on general corporate services matters;
• Preparation of letters and memos;
• Maintains and updates databases and logs; and
• Performs other related duties as required.

 B.     Minimum Qualifications and Experience

• Five (5) CXC O’ Level passes inclusive of Mathematics and English.
• Two (2) CXC A’ Level passes.
• Health and Safety training would be an asset.
• Three (3) years’ experience in a similar position.
• Any relevant combination of education, training and experience will be considered.

C.    Competencies

Technical Competencies:

• Competent in Microsoft Office Suite
• Telephone etiquette
• Organising and filing skills
• Customer Service skills
• Multi-tasking skills
• Communicating skills
• Time management

Behavioural Competencies:

• Integrity
• Teamwork / Cooperation
• Initiative / Drive
• Customer Orientation
• Interpersonal understanding
• Flexibility/Adaptability

Internal: Staff of the Corporate Services Division, Staff of the Commission (in particular Accounts, HR, CCE, IM) Security Personnel

External:Supplier Account Representatives, Facilities Personnel, Suppliers and Contractors (e.g. Massy Motors, Office Authority, TSTT), Landlord and Facilities Manager

We thank you for your interest, however, only shortlisted candidates will be contacted.