Adminsitrative Officer

Job Summary

Department: Ministry of Communications, Works and Labour

Salary: $40248- $40248

Grade: R29 - R29

Allowances: N/A

Deadline Date: Thursday April 25, 2019

Days Left: 5

About the Job

Applications are invited from suitably qualified persons to fill the role of Administrative Officer with the Port Development Project under the Ministry of Communications, Works and Labour in Montserrat.

 

The Port infrastructure is currently one of priority projects which is deemed to be pivotal for Montserrat’s revitalization, economic recovery and sustainability. Currently, Montserrat is unable to provide a safe harbour for cruise ships, ferries, yachts, cargo and fishing vessels in the absence of a breakwater, adequate jetty length and suitable water depth at the jetty, along with other related facilities on land.

 

The Government of Montserrat (GOM) applied to Caribbean Development Bank (CDB) for a grant to assist in financing a project for the development of the Port at Little Bay under the United Kingdom Caribbean Infrastructure Partnership Fund (UKCIF). The expected outcome of the project is improved efficiency, effectiveness and resilience of the Port facilities to provide a safe harbour and accessibility to all users. GoM has identified the need to appropriately staff the project to ensure it is implemented in accordance with the terms stipulated by CDB.

 

 

JOB PURPOSE

 

The Administrative Officer will provide an essential supportive role in the project. This Officer will ensure that the secretarial and administrative  duties under the project are carried out according to the needs of the project and within established GoM policies, procedures and regulations. The Officer will be a key member of the project team, providing direct support to the Project Coordinator and the Ministry of Communications, Works and Labour

 

 

KEY RESPONSIBILITIES

 

The Administrative Officer will report to the Project Coordinator, or an officer otherwise designated by the Permanent Secretary. The Administrative Officer will be assigned exclusively to the project and will be responsible for the management of the main office administrative activities.

 

 As an integral member of the project team, the person appointed to this position will be required, but will not be limited to:

 

Act as the sole administrative officer to and provide professional secretarial services for the Project under the Project Coordinator.

Perform administrative duties, including maintaining personnel and other records and files, drafting of correspondences and preparation of reports. Perform HR administration duties, such as, maintaining employment and salary records, updating records and responding to queries relating to leave matters (vacation, sick, maternity and other leave)

Liaise with, and provide information for the Finance Officer in the processing of accounting and bookkeeping activities entering of data in the SmartStream Financial package and checking and reporting on accounts

 

Arrange for the procurement of and maintenance of an inventory of  office and other project supplies.

Provide prompt, accurate and courteous responses to all customers (both internal and external) and respond to requests for information.

 

Provide Personal Assistant duties to the Project Coordinator

 

Prepare Minutes of all meetings

 

Prepare Reports as required by the Project Coordinator

 

Work with senior management staff in ensuring proper compliance with GoM’s policies, procedures and regulations.

 

Communicate routinely with the Project Coordinator on a variety of project related topics in support of the administrative division of the project

Attend meetings as necessary to support the finance function of the project

Cover basic book keeping aspects of the Project Finance Officer’s role during periods of routine Leave.

 

PERSON SPECIFICATION


Applicants should:

 

  • have at least 5 CXC or GCE O’ levels or their equivalent, including English Language and Mathematics ;

  • have at least 5 years’ experience performing secretarial, clerical or administrative duties;

  • be aware of, or be willing to swiftly become knowledgeable of GoM General Orders, Registry Procedures, and Accounting Systems and Procedures;

  • possess basic filing and bookkeeping skills and a working understanding of Smartstream Financials;

  • be IT literate, with a working knowledge of Microsoft Word and Excel tools;

  • be able to communicate effectively;

  • have good organizational skills and the ability to prioritize work tasks;

  • have good interpersonal skills and be able to work effectively as part of a team;

  • possess an understanding of the principles of customer service.

     

SALARY SCALE

 

Basic Salary - EC$40,248 per annum.

Contract gratuity 12.5% on Basic Salary

 

HOW TO APPLY

Application forms can be obtained from the Government of Montserrat’s website at www.jobs.gov.ms or by contacting the Human Resources Management Unit, Brades, Montserrat by e-mail to jobs.hrmu@gov.ms or by telephone at (+664) 491-2365/2444 or by fax at (+664) 491-6234.

 

To apply, submit your completed application form, along with a covering letter with the names of at least two referees in a sealed envelope “Application for the post of Administrative Officer”, clearly marked in the upper right hand corner.  The envelope should be addressed to the Chief Human Resources Officer, Human Resource Management Unit, Office of the Deputy Governor, Government Headquarters, Brades, Montserrat.  The deadline for receipt of applications within HRMU must be no later than Thursday 25 April 2019 at 4:00pm.

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