Administrative Assistant GMG/AM 3 (Band 5)

Salary Range: $2,190,302 – $2,945,712 per annum

JOB PURPOSE 

Under the general supervision of the Director, Male Empowerment & Support Unit, the Administrative Assistant provides technical and administrative support in the coordination and implementation of planned activities and programmes to meet the Unit’s objectives. 

KEY RESPONSIBILITY AREAS INCLUDE: 

• Assists in supporting the requirements of the approved budget for the Unit ensuring that all expenditure is documented and accounted for according to GoJ guidelines;
• Schedules and prioritises the engagements and appointments for the Director and advises of matters requiring prompt attention;
• Schedules and coordinates internal and external meetings on behalf of the Director; 
• Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received;
• Assists with research in the preparation of reports, policy decision and for meetings/discussions, Operational and Work Plans as well as Quarterly/Monthly status reports on the work of the Unit;
• Processes assigned correspondence and provides feedback to the Director as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk;
• Organises meetings hosted by the Director to include staff meetings and all other relevant meetings to include Heads of Divisions/Branches, Heads of Agencies meetings and prepare minutes, reproduces and distributes in accordance with established guidelines;
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director;
• Coordinates activities for a variety of meetings, attend meetings, take minutes and prepares and circulate minutes as required;
• Attends meetings with the Director, upon request, takes notes/minutes as required;
• Assists the Director with adhoc reports and quarterly reviews as instructed;
• Interfaces with the staff of the Ministry, other stakeholders and responds to problems/concerns and issues that need the Director’s attention;
• Responds to official enquires about the work of the Unit and where necessary, refers these enquiries to the appropriate officers.

REQUIRED SKILLS AND COMPETENCIES 

Technical

• Excellent knowledge of office management and administrative procedures and practices
• Good research and analysis skills
• Excellent customer & quality focus
• Ability to compose correspondence and reports
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems

Core

• Oral and written and communication skills
• Problem Solving and Decision Making
• Planning and Organising
• Flexibility and adaptability
• Interpersonal skills
• Team work and cooperation
• Integrity
• Initiative

MINIMUM REQUIRED EDUCATION AND EXPERIENCE 

• Certificate in Management Studies/Diploma in Administrative Management/Business Administration or its equivalent from a recognised tertiary institution
• Minimum three (3) years’ experience in office administration preferably in a related field

Applications accompanied by résumés should be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than Tuesday, July 9, 2024 to: 

Director, Human Resource Management and Development Ministry of Culture, Gender, Entertainment and Sport 

4-6 Trafalgar Road
Kingston 5 

We thank all applicants for their expressions of interest, however only short-listed candidates will be contacted.