Job offer: Technical Assistant - Office of The Chief Technical Director

OrganisationMinistry of Industry, Investment and CommerceReferenceVAC-52204Contract TypeFull-TimeIndustriesGovernment & Public SectorLocationKingstonSalary & Benefits$3,501,526 - $4,709,163 per annumDate Posted30/09/2024Expiry Date16/10/2024The Technical Assistant supports the Chief Technical Director by providing technical and operational assistance, managing stakeholders, monitoring Cabinet Submissions, coordinating policy proposals, and contributing to strategic decisions.

 

JOB PURPOSE

Under the direction of the Chief Technical Director, the Technical Assistant is required to provide high level technical and operational support to the Chief Technical Director with a view to enhancing the efficiency and effectiveness of the Office of the Chief Technical Director and the Ministry in pursuit of its mandate and strategic objectives. This includes stakeholder management, monitoring, and coordinating the progress of Cabinet Submissions, policy proposals, contributing to the development of strategic decisions and matters assigned to the Chief Technical Director 

 

KEY OUTPUTS

• Accurate Briefs
• Accurate research findings and reports
• Review technical documents and feedback
• Support coordination and collaboration efforts involving the office of the Chief Technical Director
• Quality checks on submissions from technical teams based on established guidelines
• Draft Cabinet Submissions
• Letters, memoranda and reports produced
• Minutes, meetings notes and action sheets produced
• Updating of tracking and monitoring systems
• Meetings scheduled.

 

KEY RESPONSIBILITIES

Technical/Professional:

• Reviews and assists in the preparation of technical documents including Cabinet Submissions, policy papers, speeches, and presentations based on high quality research. 
• Liaises with relevant stakeholders on the ministry portfolio issues as it relates to large and special projects, monitors responses to queries raised and ensures the provision of prompt and accurate information and data.
• Collaborates with relevant technical officers in conducting research for the Chief Technical Director. 
• Prepares adequate briefing papers/reports on all projects, as directed. 
• Reviews research papers, reports and other technical documents as directed by the Chief Technical Director and maintains an archive of such documents and briefs as instructed. 
• Examines and quality assures documents prepared for the signature of the Chief Technical Director. 
• Prepares adequate reports, briefs and meeting agendas as required.
• Routes and obtains timely responses to requests for comments, reports and briefs. 
• Monitors Committees being chaired by the Chief Technical Director. 
• Liaises with MDA’s regional and other international bodies/institutions to facilitate follow-up and ensures the timely and informed implementation of decisions. 
• Responds generally to the demands of the Chief Technical Director. 
• Provides/requests information or clarifications through the appropriate channels, subject to prior approval from the Chief Technical Director.
• Accompanies the Chief Technical Director to meetings and participates in brainstorming sessions on projects, policies and plans, both proposed and in effect. 
• Provides prompt responses/solutions and effective issues/crisis management advice to the Chief Technical Director. 

Management/Administrative: 

• Coordinates and participates in the preparation of the Strategic Business Plans and Operational Plans for the Office of the Chief Technical Director 
• Prepares Annual Budget for the Office of the Chief Technical Director 
• Follows up to ensure that all Cabinet submissions, reports etc are prepared and reviewed for the attention of the Chief Technical Director. 
• Supports matters relating to local, regional, and international affairs which are presented for the attention of the Chief Technical Director and ensures accurate and timely action. 
• Guides the development, implementation and maintenance of appropriate Communication, Information and Records Management Systems that facilitate timely and accessible information from the Office of the Chief Technical Director. 
• Ensures that all administrative matters for the Office are handled effectively and makes recommendations for improvements as may be required. 
• Ensures the smooth operation of the Chief Technical Director’s office in the absence of the Chief Technical Director. 
• Proactively prioritizes conflicting needs ensuring that same are handled expeditiously and are followed through to successful completion. 
• Assists with the coordination of meetings. 

Other Responsibilities

• Performs related duties assigned from time to time.

 

PERFORMANCE STANDARDS

• Budget and financial statements are accurate.
• Accuracy, established deadlines and quality standards are consistently met.
• Engagements of the Chief Technical Director are effectively coordinated.
• Comprehensive research is conducted, and information presented in a user-friendly manner in accordance with established timeframe.
• Harmonious relations are maintained with staff members and external contacts.
• Ministry policies and procedures are adhered to.

 

REQUIRED COMPETENCIES

Core 

• Excellent oral and written communication and presentation skills
• Teamwork and Cooperation. 
• Excellent interpersonal skills
• Excellent planning and organizational skills
• Adaptability
• Integrity 
• Methodical 
• Problem Solving
• Goal and Result Oriented 
• Confidentiality
• Analytical Thinking 

Technical

• Ability to use information communication and technology.
• Knowledgeable about legislation, regulations and government policies
• Able to conduct research. 
• Knowledgeable about policy development 
• Project management capabilities

 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in Management Studies, Public Sector Management/Public Administration or Business Administration or related area from a recognized tertiary institution; plus 
• Five (5) years’ experience in a Ministry or major public sector entity
• Master’s degree in public administration or other relevant field would be an asset 

 

SPECIAL CONDITIONS OF THE JOB

• Ability to work under stress and meet very short deadlines while maintaining high standards of work. 
• Reliable and trustworthy
• Must be flexible and available outside of regular working hours.

 

 

Please note that we thank all for responding, but only short-listed applicants will be contacted.