Administrative Support Officer (GMG/AM 2)Admin & Office

Ministry of Industry, Commerce, Agriculture & Fisheries

Job Purpose

 

Under the supervision of the Centre Manager (GMG/AM 3), the Administrator (GMG/AM2) performs the clerical duties, basic accounting, secretarial/receptionist, inventory and records keeping duties at the Training Centre.

 

 

Key Responsibilities

 

Management/Administration:

        Types letters, memoranda and other correspondence;

        Files all correspondence;

        Updates and maintains Attendance Register and prepares monthly reports;

        Receives and dispatches telephone calls;

        Updates files including personal files;

        Makes requests for repairs and servicing of office equipment;

        Ensures that telephone calls are recorded, bills checked and private calls paid for;

        Records bookings made for the Centre;

        Informs internal and external customers of the availability of the Training Centre;

        Keeps Inventory Records for the Centre;

        Maintains leave records;


 

 

        Records and submits leave applications to the Personnel Unit on behalf of staff;

        Seeks approval for the employment of temporary/relief workers at the Training

Centres;

        Records bookings and prepares Invoices from groups wanting to use the Training

Centres;

        Requests funds for hosting groups at the Training Centres;

    Makes request to the Procurement Unit for the maintenance of stationery and office supplies.

 

Technical/Professional:

        Provides financial information for clients with regards to the use of Centres;

        Prepares Invoices for clients utilizing the services of the Training Centres;

    Ensures that the Petty Cash bills are reconciled and submits for reimbursement when necessary;

        Submits fortnightly pay bill including temporary employees;

        Ensures that Income and Expenditure Records for the Centres are updated;

        Performs any other duties assigned from time to time.

 

 

Required Knowledge, Skills and Competencies

 

Core:

        Very good oral and written communication skills

        Excellent customer and quality focus skills

        Ability to work in a team

        Ability to use initiative

        Excellent interpersonal skills

 

Technical:

        Proficiency in the relevant computer applications for example Microsoft Word

        Sound knowledge of office operations and practices

        Very good typing skills

        Basic accounting skills

        Excellent time management skills

 

 

Minimum Required Qualification and Experience

 

        Associate Degree in Business Administration.

OR

        Certificate in Management Studies;

        Training in Customer Service;

        One (1) year experience in related field.

 

Applications accompanied by résumés should be submitted  no later than Wednesday, 23rd October, 2019 to:

 

Senior Director

Human Resource Management and Development Division

Ministry of Industry, Commerce, Agriculture and Fisheries Hope Gardens

Kingston 6

 

Email:  hrm@micaf.gov.jm

 

Please note that only shortlisted applicants will be contacted.




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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Admin & Office

  • Posted On: Oct 11, 2019

  • Deadline: Oct 23, 2019

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