Job offer: Administrative Coordinator

OrganisationJamaica Customs AgencyReferenceVAC-51519Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits$4,266,270 - $5,737,659 annuallyDate Posted28/07/2024Expiry Date14/08/2024The Administrative Officer provides research, technological, and administrative support, manages office systems and resources, makes decisions in the executive's absence, writes correspondence, creates reports, and supervises staff.

 

Job Purpose

The Administrative Officer is responsible to:

• To provide research, technological and administrative support.  
• To manage office support systems and resources to ensure the effective and efficient functioning of the office.  
• They often make decisions when the executive is unavailable, write correspondence, create reports, and supervise administrative staff. 

 

Key Responsibility Areas

Technical/Professional Responsibilities

• Compiles the request for supplies and material resources of the Executive Office’s budget by advising on usage patterns of the various collections, materials and services and their costs. 
• Manages the inventory and distribution of office supplies for the Office. 
• Manages the documentation system for the Office by maintaining the document classification, filing, storage, and retrieval system as well as the security of confidential files and documents. 
• Supports staff in implementing the PMAS by providing forms and copies and ensuring that team members complete documentation within the required timeframe. 
• Assembles and disseminates information to internal and external personnel as required. 
• Prepares report and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed. 
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated accurately and presentable. 
• Processes incoming and outgoing correspondence according to established procedures, checks emails sent to the Office and brings items that must be dealt with at that level to the Senior Executive. 
• Maintains copy files of official correspondence received by email and computer-generated documents. 
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips. 
• Provide receptionist/telephone services for the Senior Executive. 
• Maintains an effective filing system that allows security and speedy retrieval of documents/information by established standards. 

Management/Administrative Responsibilities

• Coordinates logistics for meetings hosted by the , including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at conferences; and reproduces and distributing according to established guidelines. 
• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants and consultants to coordinate a variety of complex executive meetings and routine and special appointments for the , advising of matters requiring prompt attention. 
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.  

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements. 
• Identifies and incorporates the interests and needs of customers in business process design.   
• Ensures critical success factors are identified and meet expectations.  

Other Responsibilities

• Performs all other duties and functions as may be required from time to time. 
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Comply with Health and Safety policies and procedures. 

 

Required Skills/Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail 
• Expert level is written and verbal communication skills 
• Excellent calendar management skills, including the coordination of complex executive meetings  
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality 
• Strong decision-making skills 
• Strong customer orientation skills 
• Strong initiative and resourcefulness skills 
• Ability to interact with staff at all levels in a fast-paced environment 
• Ability to work independently with little or no supervision. 

Technical 

• Highly proficient in relevant computer applications.  
• Experience assisting management with the creation of report presentations.  
• Experience scheduling travel arrangements for management. 
• Expert knowledge in the use of Microsoft Suite application software. 
• Expert knowledge and an understanding of Customs Operations. 
• High-performance output in terms of accuracy and efficiency.

 

Minimum Required Education and Experience

• First degree in Management Studies or a similar field from a recognised university 
• Certified Administrative Professional designation 

OR

• Completion of Certificate in Administrative Management (Level 3/4) (MIND). 
• At least two (2) years of administrative experience. 
• Training in the writing of Cabinet Submissions.  
• Training in records management and exposure to office management and procurement procedures.