WebsiteMinistry of Industry, Commerce, Agriculture and Fisheries
The Department of Co-operatives and Friendly Societies (DCFS) invites applications from suitably qualified individuals to be assigned to the post of:
Secretary 2 (OPS/SS 2)– (Not Vacant)
Job Purpose
Under the direct supervision of the Manager, Southern Region (GMG/SEG 3), the Secretary 2 (OPS/SS 2) is responsible for providing secretarial and administrative support to ensure the effective and efficient operations of the Division.
Key Responsibilities
Types letters, memoranda and reports from draft notes;
Transcribes and reproduces Minutes of meetings;
Composes and types routine correspondence;
Receives and takes telephone messages and screens calls intended for officers;
Schedules appointments and arranges meetings;
Directs and screens visitors;
Maintains an efficient filing system;
Gathers information and compiles reports;
Monitors the Office Attendant;
Provides training to work experience students;
Undertakes research and distributes information to the relevant officers;
Accesses and forwards e-mails to the relevant officers;
Receives, forwards and directs fax to the relevant officers;
Logs all incoming/outgoing correspondence and distributes to relevant officers;
Downloads, prints and distributes documents to respective officers;
Scans and emails documents to relevant officers/entities;
Photocopies/prints emails/documents and distributes to relevant officers/entities;
Performs any other related duties which may be assigned from time to time.
Required Knowledge, Skills and Competencies
Core
Good oral and written communication skills
Excellent planning and organizing skills
Good time management, problem solving and conflict management skills
Good interpersonal skills
Strong customer and quality focus skills
Functional/Technical
Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures
Proficiency in keyboarding
Knowledge of the various Acts governing the DCFS
Proficiency in the relevant software applications
Minimum Required Qualification and Experience
CXC or GCE ‘O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND);
OR
CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 40-45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field.
At this level, Shorthand at a speed of 80-100 words per minute would be an asset.
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