Administrative Assistant GMG/AM 3 (Band 5)

Salary Range: $2,190,302 - $2,945,712 per annum

JOB PURPOSE

Under the general supervision of the Director, National Shelter Unit, the Administrative Assistant provides technical and administrative support in the coordination and implementation of planned activities and programmes to meet the Unit’s objectives.

KEY RESPONSIBILITY AREAS

• Contributes to the preparation of the Unit’s operational plan, unit work plan and budget, ensuring that they are consistent with the strategic direction of the Ministry;
• Assists in managing the approved budget for the Unit and prepares requests for the procurement of goods and services for the Unit;
• Assists in the design and development of policies, systems and plans for the effective coordination, implementation and monitoring of the National Shelter programmes. 
• Manages the National Shelter clients’ database and communicates information accordingly;
• Conducts research and compiles data for easy retrieval by the Director;
• Provides support to the Director in the preparation of special events such as workshops, seminars and other activities at the community and national level:

• Establishes and implements methods to improve workflow;
• Conducts research and collates information as required to implement events;
• Coordinates logistics for events and protocol considerations.

• Assists in the implementation of the planned activities and programmes as managed by Director:

• Liaises with the relevant stakeholders to make the necessary arrangements to facilitate hosting of activities and programmes;
• Participates in the planning of programmes to be executed;
• Ensures that information in respect of the programmes are communicated effectively to relevant stakeholders;
• Attends meetings, takes minutes and prepares minutes as required by Director;
• Maintains records of the activities conducted during implementation of programmes;
• Ensures that relevant reports are prepared at the end of each programme.

• Processes assigned correspondence and provides feedback to the Director as required;
• Arranges for the printing, photocopying, binding, dispatching, etc. of documents produced from the Director’s desk; 
• Sorts and distributes correspondence (print and electronic), and assists with the follow-up on special requests made of the Director;
• Maintains an effective system that allows security and speedy retrieval of documents/information in accordance with established standards and records all mail received;
• Attends meetings and other programmes as instructed and prepares reports for submission to Director.

REQUIRED COMPETENCIES

Functional/Technical Competencies

• Excellent knowledge of office management and administrative procedures and practices
• Good research and analysis skills  
• Excellent customer and quality focus
• Ability to compose correspondence and reports
• Proficiency in the use of Microsoft Office Suite and other relevant computer applications and systems

Core Competencies

• Oral and written and communication skills
• Problem Solving and Decision Making
• Planning and Organising
• Flexibility and adaptability
• Interpersonal skills
• Teamwork and cooperation
• Integrity
• Initiative

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• A Certificate in Management Studies/Diploma in Administrative Management/Business Administration or its equivalent from a recognised tertiary institution
• Minimum three (3) years’ experience in office administration preferably in a related field.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Typical working environment
• There can be high pressure when deadlines are to be met
• Travelling is required 
• Maybe required to work extended hours as well as on weekends and public holidays

Application letters accompanied by résumés should be submitted via email to This email address is being protected from spambots. You need JavaScript enabled to view it.

No later than Friday, September 19, 2025, to:

Director, Human Resource Management and Development

Ministry of Culture, Gender, Entertainment and Sport

4-6 Trafalgar Road

Kingston 5

We thank all applicants for their expressions of interest; however only short-listed candidates will be contacted.