Deadline for Applications: 28 November 2014
Title: Administrative Assistant
Office of Administration and Management
Level of Post: GS-5
Gross Salary p.a. J$2,118,486.00
This position is a local recruitment for Kingston, Jamaica
Under the guidance and general supervision of the Executive Officer, the incumbent will be responsible for the following duties:
- Provide general office assistance: receive, review and distribute all incoming mail; arrange meetings, schedule appointments, screen calls and assist in servicing meetings; take minutes of meetings; and prepare briefing materials; drafts routine correspondence; ensures that outgoing correspondence from OAM is sent through the correct channels and format; type reports; coordinate leave plans within OAM.
- Set up and maintain OAM's filing system; maintains files/records of rules, regulations, administrative instructions and other related documentation;
- Assist the Executive Officer with preparation of reports, statistical information and follow up actions on pending issues; monitoring and reporting on activities of the Office of Administration and Management by compiling activities for OAM meetings, the monthly status report, workload statistics and annual work programme of the Office.
- Carry out the administrative coordination for the Language Training programme; monitor attendance for language training and liaises with the teachers; maintain the training database and other sources of learning
- Provide other professional staff with administrative support including report writing, whenever requested, and back up support to Human Resources and Procurement Assistants;
- Monitor and maintain attendance records of staff members, including overtime and compensatory time off and confirmation of balances.
- Prepare applications for tax refund for the Authority and other designates.
- Perform any other duty as required.
Competencies:
Professionalism:
Commitment to quality performance, demonstrated use of initiative and ability to interpret and apply rules, organizational skills. Ability to research, select, organize and summarize information required for the Executive Officer; systematic filing. Ability to manage processes, conscientious and efficient in meeting commitments; Shows pride in work and achievements; observes deadlines and achieve results; shows persistence and motivation when faced with difficult problems or challenges; remains calm in stressful situations; Ability to perform a broad range of administrative functions.
Communication:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed; ask questions to clarify; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed.
Teamwork:
Proven interpersonal skills; ability to establish and maintain effective working relations with people of different national and cultural backgrounds with sensitivity and respect for diversity.
Client Orientation:
Considers all those to whom services are provided to be clients and seeks to see things from their point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; meets timeline for delivery of products or services to client.
Planning and Organizing-
identifies priority activities and assignment; adjust priorities as required; allocate appropriate amount of time and resources for completing work.
Education:
Completion of secondary school education is required. Additional training in office administration or secretarial training is an asset.
Experience:
5 years of relevant experience in administration or programme support service (related to the activities described in the VA).
Languages:
For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Other Skills:
Excellent computer skills (MS Word, Outlook Office, Power Point, EXCEL) is desirable and proficiency in the use of the internet.
The ideal candidate should be capable of working with people of different national and cultural backgrounds.
Benefits and Entitlements:
Package includes health insurance, pension plan, dependency and language allowance where applicable
Applications should be forwarded by the deadline date to the attention of the Human Resources Officer, International Seabed Authority by email to postmaster@isa.org.jm or by fax: 1-876-922-0195.
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