Administrative Assistant

The National Family Planning Board, A Statutory Agency of the Ministry of Health is seeking to identify a motivated, results-orientated and qualified professional to fill the following vacancy: ADMINISTRATIVE ASSISTANT

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The incumbent is responsible for providing administrative services and support for the effective implementation of programme activities and contribute to the achievement of the organizational goals and objectives.

TECHNICAL / PROFESSIONAL RESPONSIBILITIES:

• Coordinates the implementation of activities ensuring their timely and efficient implementation, i.e. meetings, workshops, training programmes, etc.
• Coordinates the flow of paperwork including periodic and special reports between the Office of the Director, HRM&A and the various units.
• Organizes and maintains various administrative reference and follow up files of a confidential nature, purges files as requested or as directed by GoJ retention policies
• Follows up on decisions of meetings to ensure the feedback is provided in a timely manner.
• Monitors the Attendance Register and prepares monthly reports
• Maintains adequate stock of office supplies within the organization
• Ensures effective and efficient administration of the office of the Director through the provision of secretarial services related to the execution of the office.
• Manages the system of tracking all incoming and outgoing mail of the HRM&A unit and ensure that there is proper documentation on Registry Files
• Organizes and coordinates meetings on behalf of the Director, HRM&A. Attend meetings, prepare minutes and follow-up on decisions to ensure timely implementation.

REQUIRED COMPETENCIES:

• Excellent written and oral communication skills
• Able to use software application such as Word, Excel, Power Point, Internet
• Efficient typing skills will be an asset
• Must be able to develop and maintain a good relationship with stakeholders
• Ability to work on his/her own initiative.
• Sound knowledge of office procedures and practices
• Good knowledge of Government of Jamaica procurement guidelines 
• Training in project management, project financial procedures and health systems management will be a distinct advantage. 
• Skills in administrative management 
• Experience in events planning and coordinating is an asset

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• Diploma in Business Administration, its equivalent or similar qualifications in a related field.
• Three (3) years’ related experience

Applications should be emailed to: nfpbapplications@jnfpb.org the attention of:
The Director, 
Human Resource Management & Administration

no later than January 19, 2016.

We thank all candidates for responding, however only short-listed applicants will be contacted.