Applications are invited from suitably qualified candidates to fill the following position within the Corporate Services Division, at the National Land Agency.

       Senior Secretary  

(Vacant Post)

 

The position reports to the Operations Manager

Job Purpose

To provide effective and efficient administrative and secretarial assistance to the Manager and/or Senior Building Officer.

Key Responsibilities:

• Typing  and preparing correspondence, reports, and other documents
• Accurately reproducing manuscripts and briefs prepared by the Manager/Building Officers
• Taking dictation and reproducing notes into a final product
• Establishing and maintaining an effective records information and management system that allows for security, easy access, and  retrieval of information/documents
• Processing incoming and outgoing correspondence and ensuring that all matters are routed to the Manager or other relevant persons for attention
• Establishing and maintaining effective liaisons with the Manager and other personnel internally and externally in order to facilitate the smooth flow of communication 
• Arranging meetings on behalf of the Manager
• Attending meetings and preparing minutes
• Receives and  makes telephone calls for and on behalf of the Manager
• Assists in the preparation of Standard (e.g. monthly) Reports 
• Scheduling  routine and special appointments for the Manager
• Monitoring stationery and other miscellaneous items used in the Branch
• Tracking of all recurrent bills/invoices

Other Responsibilities:

• Liaise with contracted suppliers for information and follow-up
• Organize meetings
• Coordinates Operations Manager’s calendar 
• Under the direction of the Operations Manager take minutes at various meetings
• Assist with creating monthly and adhoc reports
• Follow up with Administrators, Asset Management and Inventory Officer, Senior  Administrator and Building Officers
• Assist with contract administration for Agency and Government House projects
• Maintains contact with Government House stakeholders
• Creates and properly file all incoming documents
• Records all incoming and outgoing documentation 
• Maintains supplies to Operations Manager’s Office
• Liaises with procurement unit to assist in coordinating activities

Required Competencies/Skills:

The post-holder should be able to demonstrate:

• High level of confidentiality
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Sound time management skills
• Sound work ethics
• Ability to work on own initiative and under pressure
• Typing/word processing speed of at least 50 words per minute
• Excellent shorthand/note making skills
• Excellent computer skills i.e. proficiency in the use of MS Office applications including MS Word and MS Excel

 

Minimum Required Qualifications and Experience

• A certificate in Administrative Management – Level 2 
• Four (4)  CXC/GCE O’Level subjects  including English Language
• Graduate of a recognized Secretarial Institution
• Three (3) years related working experience

 

Remuneration Package:  - Salary Range: $1,711,060.00 – 2,301,185.00 p.a

 

A letter of Application accompanied by a Résumé should be submitted no later than July 31, 2024.

 

The Director, Human Resource Management & Development

National Land Agency

35 Hope Road

Kingston 10

 

We appreciate all responses but only short-listed applicants will be contacted.