Clerical Assistant

Assists in the procurement of goods and services for the Commission.

A. Job Summary

Assists in the procurement of goods and services for the Commission. Prepare, reconcile and manage documents needed to approve supplier payments. Provides administrative support and manage daily scheduling of staff requests of the Commission.

B.Responsibilities/Accountabilities

• Sources quotations for goods and services as required and prepares summaries on costing.
• Prepares Purchase Orders for goods and services.
• Prepares Goods Received Notes and Certificate of Works and provides supporting documents.
• Reconciles invoices with Purchase orders, Goods Received Notes and Certificate of Works.
• Functions as Relief Receptionist. 
• Greets and directs visitors, receives mail and packages.
• Coordinates the collection and delivery of mail (internal & external)
• Prepares mail for dispatch and updates and maintains the mail log.
• Coordinate Driver schedules daily, of deliveries and collections of packages.
• Coordinate and Schedule daily staff requests received via the CS Portal (transportation, facility matters, Fleet Matters, Refreshment request.)
• Assists in the coordination of Public Awareness Programs, Training Programs, Conferences, Seminars and any other special events/functions hosted by the Commission.
• Coordinates and assists the Facilities Team, room layout and setup.
• Updates inventories of daily stationery disbursement.
• Update and maintain the overseas travel database. 
• Prepare staff distribution lists and distribution of staff tokens as required.
• Coordinate fitting (male and female) and delivery arrangements for staff uniforms to the Commission.
• Updates and maintains the uniform database and files.
• Performs general administrative support duties such as filing, faxing, photocopying, binding.
• Photographs staff for ID passes as required.
• Coordinates and monitors the supply of refreshments for meetings with the Service Attendant.
• Assists with serving and plating meals as necessary. Updates and maintains the catering expenditure database. Distributes water as required.
• Performs other job-related duties as required.

C.    Minimum Qualifications and Experience

• Five (5) CXC O’Level passes inclusive of Mathematics and English.
• One (1) year experience in a similar position.
• Any other equivalent combination of education, training and experience.

 D.    Competencies

Technical

• Organising and filing skills
• Communicating skills
• Multi-tasking skills
• Knowledge on the use of office equipment such as photocopier, fax machine and binder.
• Competent in Microsoft Office Suite
• Telephone etiquette

The Commission thanks you for your interest, however, only shortlisted candidates will be contacted.

Please be advised that AI may be utilized in the recruitment process.