Job: Administrative Assistant (Level 3) – NMIA

Title Administrative Assistant (Level 3) – NMIA
Categories Administrative Assistant (Level 3)
Salary [Salary Scale: $998,292 – $1,182,947 p.a. plus allowances, if applicable]
Start Date 05/11/2018
End Date 16/11/2018
Location Kingston
Job Information

JOB PURPOSE

  • To provide administrative and secretarial support to the Head of Department in order to facilitate the achievement of the Agency’s corporate goals and objectives.

KEY OUTPUTS

  • Documents prepared and circulated
  • Appointments and meetings scheduled
  • Incoming calls routed
  • Letters and files logged and dispatched
  • Minutes transcribed
  • Filing system established
  • Queries addressed

JOB RESPONSIBILITIES INCLUDES:

  • Types confidential letters, reports, memoranda and miscellaneous documents
  • Drafts standard letters, memos and other routine correspondence
  • Sets up appointments and meetings, reminds Director of same and prepares the relevant documentation for such meetings
  • Takes and transcribes minutes of meetings and distributes to relevant persons
  • Records and dispatches incoming and outgoing correspondence on the relevant document tracking system
  • Develops and maintains a filing system that facilitates easy access, retrieval and security of files
  • Answers incoming calls and queries of both internal and external customers and routes them to the relevant officers where appropriate
  • Photocopies, sorts and faxes documents to related departments and agencies as required
  • Performs other related functions assigned from time to time

KEY COMPETENCIES – The post holder needs to demonstrate the following competencies:

  • Sound oral and written communication skills
  • Sound organisation skills
  • Sound interpersonal skills
  • Sound knowledge of office protocol
  • Sound knowledge of relevant computer applications and systems

QUALIFICATIONS – Education and Experience:

  • Certified Professional Secretary designation or equivalent.
  • Proficiency in typewriting/speedwriting at a speed of 50 -55 words per minute and shorthand at a speed of 100-120 words per minute.
  • Two (2) years secretarial experience reporting directly to a senior manager.

 

………………………………………………….
Aleta Bartley (Ms.)
Director, Human Resources, Assigned
If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to visit our website http://picajobs.picaserv.com for details. Submission of applications accompanied by detailed resume including the names of two (2) references should be submitted via the web to:Director, Human Resources
Passport Immigration & Citizenship Agency; 8 Waterloo Road, Kingston 10

No hand delivered application will be accepted
We appreciate your interest in these positions; however only shortlisted applicants will be contacted.

NO LATER THAN
FRIDAY, NOVEMBER 16, 2018 @4:00pm
No hand delivered application will be accepted

We appreciate your interest in these positions; however only shortlisted applicants will be contacted.

Apply Now