Job Description

Job Code:GMG/AM 3
Posted On:
Closing On:
Sunday, 9th February 2020
Monday, 24th February 2020
Department:Strategic Human Resource Management Division
Job Type:
Full Time
Duration:

Job Description:

JOB SUMMARY:
Under the general direction of the Principal Director, HR Policy and Information, the Administrator provides administrative support services that enhance the Principal Director's Office and the operations of the Branch in general. The employee coordinates the activities of the office, organizes meetings, and manages/monitors the Director's calendar drafts reports and other documentations, undertakes research and special projects to support the work of the PD and to allow for the efficient development and monitoring of HR Policies.

KEY RESPONSIBILITY AREAS:
Technical/Professional Responsibilities:
• Manages the calendar of schedules and appointments on behalf of the Principal Director;
• Prepares audio visual presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, consultations, conferences, interviews as appropriate/directed;
• Reviews, collates and edits reports for submission to the Deputy Financial Secretary and other stakeholders as directed;
• Takes and transcribes dictation; composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential
• Produces and distributes action minutes of Policy Steering Committee meetings/consultations; follows up on actions to be taken;
• Prepares requisition forms for the procurement of goods and service;
• In collaboration with the Principal Director drafts corporate/operational plan, budgetary provisions for the administration of the branch;
• Coordinates the preparation and timely advancement of cabinet submission; and tracks the processing of these submissions;
• Ensures cabinet decisions are received and actioned as directed/appropriate.
• Communicates directly on behalf of the Principal Director with executive management, HR Directors, staff, external clients/customers stakeholders and others, on matters related to the Principal Director's Office;
• Functions as a liaison for smooth communication between the Principal Director's Office and internal divisions/branches in a manner that serves to maintain credibility, trust and support with senior management and staff;
• Ensures visitors and incoming calls to the Principal Director's Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate;
• Works closely with the Principal Director to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate;
• Processes and routes all correspondences and documents addressed to the Principal Director as appropriate to allow for the efficient operation of the branch;
• Researches, prioritizes, and follows up on incoming issues and concerns escalated to the Principal Director including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate;
• Conducts on-line and off-line research at the request of the Principal Director;
• Ensures a confidential files and records management systems, electronic and hard copy, is established and maintained in accordance with established policies and generally accepted professional standards;
• Ensures the ongoing maintenance of office equipment and of an adequate inventory of office supplies;
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office;
• Maintains knowledge of the Branch's operations, working knowledge of the policies, procedures practices and protocols so as to be able to respond appropriately to enquiries, requests or issues.

Customer Service Responsibilities:
• Maintains customer service principles, standards and measurements for the Branch;
• Utilizes a customer- focused monitoring and evaluation system that identifies issues and provides guidance to MDAs in the implementation of strategic human resource polices, guidelines and procedures;
• Prepares quarterly and /or annually Customer Service reports in accordance with established standards.

REQUIRED KNOWLEDGE AND COMPETENCIES:
Core:
• Highly customer focused/customer service driven
• Critical thinking skills
• Excellent use of ICT devices in customer interactions
• Good understanding of ICT etiquettes/manners
• Very Good multitasking skills
• Highly developed confidentiality in dealing with customer issues and data
• Possesses dexterity in keyboarding and hand and eye coordination
• Possesses innovativeness in resolving client issues
• Ability to work well in a team as well as alone
• Ability to build rapport with customers of the HR Policy Branch
• Good communication and professional disposition
• Working knowledge of the public service machinery

Technical:
• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities
• Working knowledge of the format of cabinet submission and the approval process
• Working knowledge of statutes, legislations, regulations policies and procedures administered by the SHRMD
• General knowledge in budget cash flow preparation
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration
• Knowledge of research and statistical methods and techniques
• Ability to compose correspondence and reports

SPECIFIC CONDITIONS ASSOCIATED WITH THE JOB:
The environment provides for on-going interactions with clients/partners which will result in high degrees of pressure on occasions.

REMUNERATION PACKAGE:
• Basic Salary: $1,125,513 - $1,337,881 per annum

Interested persons should forward their applications and resume' no later than Monday, February 24, 2020, to the: -
Senior Director Human Resource Management & Development
Human Resource Management & Development Branch
Ministry of Finance & the Public Service
30 National Heroes Circle
Kingston 4
Email: hrapplications@mof.gov.jm

We thank every applicant for the interest expressed; however please note that only shortlisted candidates will be contacted.

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